Legal Support Manager

About the Role

We are currently looking for a proactive, highly organised, service focused individual to fulfil a crucial role supporting the Insurance & Risk team.

Role Purpose

Reporting to the Head of the team, Jonathan Edwards, you will be responsible for the day to day management of all business support to fee earners in the team. You will oversee the team's workflow, coordinate support, and ensure all business administrative needs of the team are met. You will also undertake client relationship management and will be responsible for managing and coordinating key business processes such as our Paperlite initiative and file compliance.

Team Leadership

• Day to day management of the IRR team's support staff, including holiday and absence management and people management related issues (e.g., appraisals, coaching, disciplinary, grievance or performance issues).
• Responsible for the development of colleagues, ensuring any identified learning and development needs for the team are addressed.
• Ensuring that absence is accurately recorded on cascade for all members of the service team.
• Recruitment and selection of new support staff within the team.
• Champion the induction process for all new joiners.

Smart Practice and Workflow Management

• Liaising with the Head of Team and Partners to coordinate distribution of administrative work across the team.
• Managing the workflow in the digital dictation platform (BigHand), ensuring enough resource to support business demand and organising out of hours support when needed.
• Managing case files - opening, closing, storage and retrieval - ensuring all files are compliant.
• Overseeing the work of the support team to ensure firm and departmental quality and compliance standards are met.
• Sharing and promoting best practice in conjunction with the Smart Practice Team.
• Supporting the implementation of technology or systems changes, ensuring the team embraces changes and is supported throughout.
• Liaising with the Regulatory and Compliance team and ensuring the team is prepared for the annual Lexcel assessment.
• Contributing to continuous process improvement.
• Coordinating team and/or firm projects where necessary.
• Working with other LSMs across the firm to share best practice and resources where needed.

Client Relationship Management

• Acting as a point of escalation for client related queries that Legal Secretaries are unable to deal with and referring onwards to fee earners where appropriate.
• Building strong rapport and relationships with clients and third parties.
• Supporting the coordination of client events and meetings.
• Acting as the team's Marketing Lead where appropriate, liaising with the Central Marketing Team to ensure marketing activities are delivered effectively within brand guidelines and budget.
• Fielding client queries, taking messages on behalf of fee earners and communicating updates as requested by the fee earner.

Fee Earner Support

• Proactive management of emails, voicemails/calls and general post, routing enquiries to the appropriate individuals for swift response and action, ensuring that tasks are followed up.
• First point of contact for the team on any business support issues.
• Active management of the team's monthly fee estimation and billing processes.
• Managing the team's processes following up unpaid bills.
• Proactive diary management of the team.
• Drafting and formatting letters, documents, and forms and other administrative duties as required.
• Preparing correspondence and documents through audio typing and word processing from a team central digital dictation system or as required by fee earners.

About You

Skills:

• Seize opportunities; work in an agile way and adapt quickly to changes.
• Desire for continuous learning and professional development; deliver solutions to problems.
• Ask great questions, listen, and draw on collective knowledge.
• Excellent communication skills, both verbal and written.
• Plan and organise tasks against tight deadlines.
• Attention to detail in all aspects of work.
• High levels of resilience, discretion, and ability to manage relationships at all levels.
• Make decisions quickly and be open to feedback.
• Results focused and proactive in approach to work.
• Positive 'can do' attitude; willing to be hands on to achieve results.
• Build relationships, encourage teamwork, and create a supportive culture.
• Drive and initiative; anticipate solicitors' and clients' needs.
• Embrace technology and become proficient with emerging software.
• Driving licence or ability to travel to other office locations as required.

Knowledge:

• Broad knowledge of administrative tasks in legal practices.
• Understanding of legal terminology.
• Sound IT skills in Microsoft Office, Outlook, Word, Excel, Teams, Zoom, etc.
• Genuine interest in client service.

Experience:

• Experience within a legal or professional services environment.
• Strong legal administration experience.
• Experience in case management systems.
• Experience working in a client facing environment.
• Proven track record of supervising team members.

Benefits

• Scottish Widows Pension Scheme
• Support staff bonus scheme
• 28 days annual leave (plus public holidays)
• Happy People / Perks at Work benefits portal
• Cycle to Work scheme
• Life Assurance
• 1/3 gym membership contribution
• Flu vaccinations

We are an equal opportunities employer and do not discriminate based on race, colour, religion, sex, national origin, age, disability, or any other protected characteristic. We welcome and encourage applications from all qualified individuals.