JOB DESCRIPTION

Title: OFFICE MANAGER

A. Role:

Working with the Partners to make the office and the staff teams work as smoothly and happily as possible. To make the IT and administrative side of the firm work efficiently and assist in innovative marketing of the firm particularly via the internet.

B. Duties and Responsibilities:

1. Human Resources

  • Manage the reception at London Bridge and City to make sure it runs smoothly and ensure cover for any absences, making sure calls and visitors are dealt with correctly.
  • Supervise the support staff in all 3 offices
  • Assist the staff partners in supervising the fee earning staff
  • Assist the staff partners in formal disciplinary matters.
  • Assist on the promotion of a diverse workplace including compiling data collection during recruitment, conducting SRA surveys and assisting in implementing any agreed positive action.
  • Induct new staff and provide initial training on the firms systems and procedures
  • Drawing up new contracts and maintaining up to date personnel records.
  • Check and ensure that the contracts and employment procedures of the firm are adequate and comply with the relevant legislation via our HR management company.
  • Manage the PA’s and Legal Assistant’s work in Bighand digital dictation to ensure that work is evenly spread, moving urgent work around or outsourcing where necessary.
  • Plan ahead for support staff absence cover and arrangewith fee earners how adequate cover will be provided.
  • Maintain an accurate record of staff holiday and sickness leave via the e-days system including approving absences and avoiding going below minimum staff levels
  • Manage the recruitment of new staff including preparing job packs, advertising and shortlisting.
  • Manage and ensure the health and safety of staff at work and the firm’s compliance with health and safety legislation.
  • Liaise with staff in relation to issues concerning pay and other terms and conditions of employment.

2. IT

  • Manage and develop the firm’s website.
  • Social media updating
  • Website updating and maintenance
  • Involvement in innovative marketing
  • Once trained assist in developing the case management system
  • Liaise with our IT support company to resolve day to day IT and phone issues.
  • Liaise with SOS to resolve day to day issues with our practice management systems and requesting updates (deployments)
  • Support users when they have minor issues with their PC’s, eg replacing mice, screens and keyboards when necessary.
  • Assist and train staff on basic IT issues to ensure IT use is maximized in the firm.

3. Support and Administration

  • Help review procedures and make recommendations for improvements
  • H&S policy updating
  • Ensure the offices are properly cleaned by the contractors and well presented at all times.
  • Office Equipment – ensure equipment is properly maintained, clearing jams etc.
  • Supervise the ordering of stationery and other equipment.
  • Check and submit the annual practicing certificate application forms.
  • Supervise and deal with old files and archiving
  • Carry out to the best of your abilities any other day to day work as requested by the partners.

4..General

  • Attend staff meetings.
  • Comply with the firm’s diversity policy, health and safety policy and the firm’s other policies in place.
  • Other such tasks as delegated from time to time.

C. Standard of Performance:

  • You are expected to learn the firm’s procedures and perform them competently and reliably.
  • You are expected to carry out your responsibilities to ensure that the firm runs smoothly and that a service of a high standard is provided to partners, staff, clients and all with whom the firm has contact.

D. To whom responsible:

You are responsible to the Managing Partner, Polly Glynn, and will work with her and the Practice Manager, but act under the direction of all the partners.

OFFICE MANAGER

PERSONAL PROFILE

The person the firm is looking for will have the following skills and experience:

Essential:

  • An interest in & commitment to the firm’s ethos
  • Interpersonal skills in dealing with and managing a wide variety of people
  • Ability to work smoothly under pressure.
  • A can-do energetic and enthusiastic attitude to the work
  • A methodical and efficient approach to the worktogether with an ability to manage competing demands so as to ensure that work is given appropriate priority
  • A provenability to use initiative and an aptitude for anticipating and solving problems
  • An enthusiasm for marketing and innovation around marketing
  • Being computer literate & ability to train staff on basic issues.
  • Commitment to and knowledge and understanding of diversity issues

Desirable:

  • Experience of supervising and managing staff successfully
  • Experience of managing the recruitment of new staff including preparing job packs, advertising, shortlisting and inductions.
  • Experience of using social media for business
  • Experience of living / working in a BME community
  • Experience of administering the Health and Safety side of a firm
  • Experience of managing a solicitors firm
  • Experience of managing a multi staffed project / office successfully