FIRM MANAGEMENT EXECUTIVE

FIRM MANAGEMENT EXECUTIVE  

We are looking for an extremely well organised management executive.

You will be tasked with managing a cosy team of fee earners/ solicitors and administrative staff as well as assisting with the accounting, financial management, HR, IT and regulatory requirements of the firm and this includes the maintenance of the firm’s case management system, management of the leads generation platforms and conversion, client liaison, accreditations/memberships including Conveyancing Quality Scheme, The Strategic Partner etc.

The role requires a confident and enthusiastic individual to assist a rapidly growing firm and offers a good salary and long-term prospects for the right candidate.

You will carry out project management tasks and support the managing partner with the development of the firm’s key marketing; publicity; events and business development initiatives whilst practising the highest codes of professional conduct and excellent customer service.

This role is to support our business development across the firm.  Broadly, it will entail assisting in the development of our brand; individual practice areas, fee structure; managing leads, dealing with prospective client enquiries, managing our social media and other online platforms; building client relations, managing relations with leads generation partner and other strategic partners as it concerns generating new business.

Main Duties

To be clear, the key responsibilities will be to undertake a range of duties as it concerns all management and administration matters that will include but are not limited to:

Office/Department/Team Management

• Assisting with the management of each department/team and make sure performance is good and we are hitting targets.
• Assisting with the management of office by liaising with the buildings concierge.
• Assisting with the stationery order and management; suppliers and third parties.
• Assisting with the firm’s File Management and Client Liaison management including but not limited to keeping clients and other parties informed, ensuring that all files are properly managed with records of correspondence, attendances, documents etc

Accounts

• Performing legal cashier duties in relation to the firm’s office and client accounts by complying with the firm’s policies and Solicitors Accounts Rules.
• Supporting fee-earners with matter billing, including cost recovery recording and invoicing.
• Dealing with the firm’s expenses and budget.
• Assisting the managing partner and firm’s accountants with reconciliations.
• Managing the firm’s accounting software- producing monthly management reports/profit and loss reports

Business Development:

• Assisting with implementing Business Development Initiatives as directed by the managing partner including the firm’s Business Plan(s).
• Liaising with the firm’s marketing and social media consultants.
• Attending networking events on behalf of the firm.

Human Resource Management

• Managing personnel files to include inductions, employment contracts, grievances and disciplinary.
• Assist the managing partner with the recruitment including identification of role vacancies, preparation of job descriptions, advertising and interviewing and assessing candidates for administrative roles and fee earners.
• Monitor and feedback to the managing partner on staff performance in relation to administrative staff.
• Assist with appraisals and 1-2-1s for administrative staff and assist the managing partner in relation to the same with fee earners.
• Supervise the maintaining of the continued professional development and training records.
• Ensuring compliance with Employment Law and Health & Safety Legislation.
• Ensuring up to date records are kept of the firm’s staff databases, delegating where appropriate to the Office Manager.

IT

• Assisting with the management and work with internal and outsourced IT service providers to make sure that all IT related matters of the firm are in good working order.  
• Liaising with the case management system provider to assist with system updates and user ability.
• Assisting the managing partner with yearly plans to make the case management system work flows more efficient.
• Maintaining the practice library (manual and electronic) and assisting fee earners with relevant publications.

Compliance

• Assisting the practice managing partner with risk assessment and compliance matters including regulatory and accreditation matters
• Working with managing partner to ensure all firm’s policies and procedures are up to date, compliant with current legislation and amended as and when required
• Assisting with training arrangements on firm’s policies and procedures  as well as regulatory matters etc.

General:      

You will be expected to provide an efficient and friendly service to clients by

• adopting a business like, polite and sensible approach in your telephone and written dealings with clients, other solicitors and third parties.
• adhering to the client care standards set out in the firm's terms of business and Practice Policies and Manuals
• writing letters and producing documents in so far as possible in plain English and with a high quality of presentation
• exercising at all times high standards of Client care in a professional and pleasant manner
• ensuring the confidentiality and security of the firm’s and clients’ documentation and information.
• complying with the Solicitors Accounts Rules and Professional Conduct of Solicitors Rules. Refer to the SRA Handbook for this.
• assisting with business development matters from time to time.

Required Qualifications

• Completion of Degree
• Managerial experience, preferably legal

Skills and Behaviours

• Strong attention to detail
• Demonstration of basic project management skills
• Ability to work to deadlines
• Works well under pressure
• Self-motivated- create and drive plans forward
• Excellent communication skills, both written and spoken
• Fully computer literate

What we offer

• The post is full-time (pro rata to permitted working hours)
• Starting Salary- £30,000 per annum
• Probationary period – 3 months
• 28 days’ holiday per year including bank holidays
• Typical hours are Monday to Friday, 9am to 5:30pm.
• You may become entitled to enrolment into the firm’s NEST pension Scheme. You can opt out of this.
• You will be entitled to be a member of a benefits scheme- Vitality Health

Development and Progression Opportunities

You will be appraised on a regular basis and specific training and development opportunities will be agreed.

JACKSON LONGE SOLICITORS 2023