Office Manager

Overall responsibility for management of the office, including;

• Personnel management


• Facilities management


• Health & Safety


• Support the COLP to maintain compliance


• Support the COFA in finance supervision


To proactively manage the office, in agreement with the Directors, in an efficient and effective way by developing the quality of service to clients, reviewing performance and contributing to the future development of the Company.

To fully represent and support the Directors, their interests and decisions whilst maintaining a happy and committed team.

Specific Duties:

Administration:

• Monitoring and ensuring regulatory compliance


• Ensure the efficient implementation and maintenance of administrative practices within the company


• Develop a good understanding of the Lexcel standard


• Liaise with the COFA, finance assistant and accounting in relation to annual audits and accounts


• Conduct LAA (legal aid) audits, as required, under the supervision of the COLP


• Manage suppliers to ensure good value and service


• Contracts management


• Arrange, chair and document Board Meetings


• Complaints management


Staff Matters:

• Personnel management including recruitment, induction and retention of staff


• Line manager for the admin team and finance assistant


• Maintain channels of communication between Directors and other staff


• Arrange annual appraisals


• Manage holidays and absence


Information Technology & GDPR:

• Manage change projects of IT and digital facilities


• Liaison between staff and IT consultants for IT issues


• Ensure company IT protocols are implemented


Financial:

• Oversight of income streams


• Payroll


• Liaise between finance assistant and board in relation to financial matters


• Liaise with Company accountants to facilitate audits and year end accounts


• Monitor cash flow


• Authorise payments via online banking


Facilities Management:

• Manage the buildings, infrastructure, car park, contents and services; including utilities to ensure that both offices are a safe and efficient working environment


• Procurement of new equipment


Health & Safety:

• Ensure that the Company complies with all aspects of the Health and Safety Act including Fire Precautions and security of personnel (including clients) and property


Equality and Diversity:

• Promote and lead equality and diversity in the company
  
  We are seeking an experienced and highly motivated Office Manager to join our supportive team in this challenging, busy and rewarding role. The Office Manager has a key role in ensuring the smooth operation of the practice., Educated to GCSE level or equivalent (essential)


• Qualification in business, accounting or administration (desirable)


• Minimum 2 years' personnel management


• Previous experience managing an office, preferably a solicitors' office


• Good knowledge of the SRA Handbook and Solicitors Accounts Rules (desirable)


• Experience with working to compliance requirements (desirable)


• Experience working with a case management software (desirable)


Skills (all essential):

• Excellent written and verbal communication skills


• IT literate in the use of MS Office, Outlook and Excel


• Effective time management skills and the ability to meet tight deadlines


• Strong mathematical skills


• Strong organisational skills and the ability to analyse and present relevant information in a logical manner


Personal Qualities (all essential):

• Confident, assertive and resilient


• Able to work on own and as part of a team


• Commercially aware, astute and proactive in developing ideas and solutions


• Efficient and productive


• A flexible and adaptable approach to work and a willingness to support colleagues
  
  We are one of the largest criminal defence law practices in the South West of England. We have offices in Bristol, Cheltenham and Bath, helping people throughout the South West.