Office Coordinator

Office Coordinator/ Administrator/ PA
Leeds
£22,000
My client a Legal Services Firm in Leeds is looking to recruit an Administrator to join their employment team.
Duties
* To provide day-to-day administration support to Barristers and clients to ensure that work is processed in a professional and organised manner.
* To maintain office functionality, which includes but not limited to, ensuring the office is kept tidy, maintaining stationery levels, support with preparing conferences, call handling duties, supporting with events, combining and printing duties.
* To work collaboratively and effectively as one of many Practice Administrators, sharing best practices and assisting with overall resource management.
* To support the Practice Directors in general administration duties to drive excellent standards for the Barristers.
* To engage with Barristers and Practice Directors to provide timely, constructive and effective solutions in the day-to-day practices of the Barristers.
* To keep the Practice Directors appraised of developments of the Barristers that may affect the overall practice of the Barristers or the wider team.
* Take instructions from solicitors, including assessing the case suitability.
* Manage all communication with instructing solicitors, taking instructions on new cases, and ensuring a clear understanding of client needs.
* Provide updates on case progress and liaise with solicitors regarding any delays or changes.
* Build and maintain strong relationships with solicitors, fostering long-term collaboration.
* Assess incoming cases based on legal complexity, area of expertise, and barrister availability.
* Allocate cases to the most appropriate barrister based on expertise, experience, and availability if appropriate.
* Prepare accurate and relevant shortlists of barristers for clients where no barrister is specified, in line with their policies.
* Proactively promote our barristers to solicitors, highlighting their specialisms and backgrounds.
* Maintain accurate and up-to-date case information, including deadlines, court appearances, and key documents.
* Assist in developing and implementing marketing strategies as needed and appropriate.
* Build relationships with solicitors and other legal professionals through networking and attending industry events as appropriate and needed.
* Support the organisation and delivery of seminars and events to build relationships with potential and current clients.
* Stay up to date with legal developments relevant to practice areas.
* Negotiate fees with solicitors based on the complexity of the case and barrister's experience subject to appropriateness and need.
* Prepare and issue fee notes, ensuring accuracy and timely invoicing.
* Maintain accurate financial records and agreements.
* Resolve fee queries professionally and in a timely manner.
* Undertaking billing of lower-level work as appropriate.
* Manage barristers' diaries, scheduling meetings, and court appearances to avoid conflicts.
* Actively manage the diary based on changes with courts and clients or barrister availability.
* Communicate changes to the diary in a timely and appropriate manner to clients and barristers.
* Ensure the diary is up to date and accurate.
* Maintaining the printing folder.
* Printing of briefs and instructions if needed and appropriate.
* Periodically checking court lists.
* Take incoming telephone calls and distribute calls accordingly.
* Organising of e-bundles if needed and appropriate.
* Taking documents to court as and when required.
* Supporting the organising of conferences and meeting rooms.
Key skills
* Excellent communication and interpersonal skills, with the ability to build strong relationships with solicitors and barristers.
* Strong organisational skills with a meticulous attention to detail.
* Proficient in MS Office Suite and legal case management software.
* Familiarity with the area of law that is being administered.
* Ability to negotiate.
* Ability to work independently and manage multiple tasks effectively under pressure.
* Ability to prioritise and to work to deadlines.
* Good communication, negotiation, and relationship-building skills.
* Excellent face-to-face communication and interpersonal skills for dealing with employees, clients, and barristers.
* An awareness of appropriate language and etiquette in a professional service organisation.
* Discrete and able to maintain confidence.
* Assertive when needed but in a respectful manner.
* Open minded to new ideas and ways of working.
* Empathetic and understanding to the needs and circumstances of others.
* Proactive and responsive to immediate changes.
* Self-aware and understanding of own limitations.
* Willingness to learn and seek advice from others.
* Considerate and logical when making judgements and decisions.
CLD Recruitment (Leeds) Ltd is acting as an Employment Agency in relation to this vacancy. CLD Recruitment (Leeds) Ltd is an Equal Opportunities employer; we welcome applicants from all backgrounds.