Job Summary:
We are seeking a highly motivated and organized individual with a minimum of 2 years experience in a similar role to manage the day-to-day operations of our legal firm. The successful candidate will have previous experience in a legal practice, staff management experience, and excellent communication skills.
Key Responsibilities
1. Accounting and Compliance:
* Ensure compliance with Solicitors Accounts Regulations
* Liaise with our accountant and book-keeper
2. Fee Generation:
* Conduct regular Fee Earner meetings to discuss WIP/monthly/annual targets;
* Provide monthly forecasting and cash flow analysis for the Partners;
* Calculate FEE GENERATION Annual Bonus Computation
3. Staff Resourcing:
* Allocate work appropriately to legal secretaries + clerks
* Sources temporary staff when necessary
4. Human Resources:
* Supervise secretarial and administrative staff
* Recruit secretarial and administrative staff
* Train secretarial and administrative staff
* Maintain records of sickness/holidays
5. Facilities:
* Provide appropriate facilities for staff
* Manage office equipment and maintenance contracts
* Liaise with service providers eg: cleaners, electrician
* Ensure facilities comply with Health & Safety regulations
* Manage public areas e.g. reception, meeting rooms
* Manage car parking spaces
6. Purchasing:
* Order office supplies/supervise stock levels
* Agree purchase agreements with external suppliers
7. Information Technology:
* Liaise with external providers to ensure IT infrastructure is suitable
* Develop IT usage policy e.g. email policy
* Manage phone system
* Understand Case Management system
8. Internal Communications:
* Efficient information flow within the firm
* Processes for incoming/outgoing post/faxes
* Internal distribution
* Manage external couriers
* Document security e.g. wills and deeds
* Organize social events
9. External Communications:
* Maintain website
* Maintain online presence
* Secure articles from solicitors
* Manage performance of case management system
10. Personal Files:
* Property management
* Confidential letters etc. for principal
11. The Ideal Candidate:
* A minimum of 2 years experience in a similar role
* Previous experience in a legal practice desirable but not essential
* Essential staff management experience
* A highly motivated individual
* Highly developed organizational skills with ability to complete tasks within agreed time-scales
* Proven ability to take responsibility and act on own initiative
* Highly Professional - committed to excellence in approach to work
* Working knowledge of Microsoft Office
* Capacity to communicate effectively
* Appreciation of sensitive nature of information and need for absolute discretion and trust