Practice Manager/ Human Resources

As the Practice Manager and Human Resources Officer, you will occupy a pivotal and substantial role within the firm, directly contributing to its efficient operation and continued growth. This multifaceted position encompasses:

Office Management:

Professional Development and Office Management:

• Continually stay informed of market trends and legal services of the areas of law practiced by the law firm.
• Continually be aware of the general details and nuances of each area of law practiced in the firm to enable you to effectively communicate, appreciate and
• Effective delegation of work to junior members of staff as and when appropriate.
• Recruit, coach, and appraise junior and senior staff members, developing the potential and performance of the team and the department’s effectiveness with regular meetings, both as a team and one-on-one.
• Actively promote the Company’s values and culture within the business.
• Ensure all enquiries are entered onto Company database and monitor effective use of the CMR for future contact and prospecting.
• Promote and implement Lexcel practice standards, ensuring the appropriate compliance, case management, and financial compliance, as well as premises compliance and other company resources.
• Continue to establish new realistic and achievable parameters for departmental budgets, enabling these to be agreed at the senior level and ensuring the sustained profitability of the department.
• Agree and establish clear individual targets (where appropriate) for departmental heads and all team members to ensure everyone is clear about their responsibilities.
• Update all team members with information relating to the day-to-day running of the department, ensuring they are aware of departmental processes, systems, and policy.
• Develop the law firm’s potential in all areas of marketing and promotion opportunities.
• Provide regular information to senior management regarding the status of the department, targets achieved, and future plans.
• Comply with all SRA requirements, ensuring all complaints or negative feedback/reviews are dealt with in a timely and effective manner with the appropriate team members and operate within legislative guidelines at all times in dealing with staff members and clients.
• Promote client satisfaction through reference to feedback reports and reviews.
• Continually lead the team by example and be proactive on operational matters.
• Manage the risk assessment, risk strategy, and monitoring of the firm’s departments and general operations. Competently foresee potential issues arising, formulate pre-emptive measures, and enforce carefully drafted policy measures to minimise risk to the firm, staff, and its clients.
• Promote a working environment that allows for collaboration, teamwork, and unity.
• Maintain the lead on operations at the firm and work proactively to achieve stability.
• Handle internal complaints and deal sensitively with concerns and communication issues while proposing solutions.
• Revert to policy and manage annual leave requests, exercising discretion where appropriate.
• Hold periodic regular meetings with individuals to discuss concerns, improvements, and performance, including departments and individuals separately.
• Directly supervise the Administration Team and collaborate with all team members.
• Oversee daily office operations and ensure business continuity.
• Manage lead generation and streamline the efficient handling of inquiries.
• Implement strategic marketing initiatives and leverage appropriate channels to promote the firm’s services.
• Facilitate the opening of new legal matters on case management software and book confirmations or follow-ups of converted inquiries into consultations for Fee-earners.
• Collaborate closely with Heads of Departments and Partners to ensure fee-earners meet and exceed billable targets.
• Work in concert with the legal cashier to maintain financial compliance, credit control, and adhere to budget constraints.
• Lead space planning, including floor plans and desk allocations, to optimise the firm’s physical environment.
• Continually review and maintain business continuity and disaster recovery plans.
• Serve as the primary liaison among the firm’s various suppliers.
• Ensure the safety and security of all office branches, including monitoring security and fire alarm systems.
• Act as the fire marshal and first aid officer, maintaining accreditation for these roles.
• Manage lease and license agreements and oversee their renewals to secure the firm’s operational infrastructure.
• Administer the Intranet and oversee general office administration, including handling incoming and outgoing post and maintaining office stationery supplies.
• Ensure adequate workflow coverage for fee earners during periods of fee earner and admin staff shortages

Human Resources:

Spearheading human resources management matters, which encompass recruitment, staff development, employee relations, and diversity and inclusion initiatives, to foster the firm’s sustained growth and overall success.

• Develop strategic staffing plans to meet current and future human capital needs.
• Craft and update accurate job descriptions.
• Lead the recruitment process, including candidate sourcing, interviews, and qualification assessments.
• Conduct thorough background checks for potential hires.

2. Onboarding and Orientation:

• Oversee new hire onboarding for seamless assimilation into firm culture and procedures.
• Coordinate training programs for swift adaptation to roles and responsibilities.

3. Employee Development and Training:

• Identify training needs for legal professionals and support staff to keep them updated on industry trends.
• Promote continuous learning and professional development.

4. Performance Management and Evaluation:

• Implement a performance management system with regular evaluations and feedback.
• Collaborate with department heads to improve legal professionals’ performance.

5. Employee Relations:

• Mediate and address concerns for a harmonious working environment.
• Handle disciplinary matters fairly and in adherence to the firm’s code of conduct.

6. Compliance and Legal Matters:

• Ensure firm compliance with labour laws and regulations.
• Manage employee records and documentation in line with legal requirements.

7. Compensation and Benefits:

• Administer compensation and benefits programs.
• Monitor salary structures and incentives to attract and retain top legal talent.

8. Diversity and Inclusion:

• Create an inclusive environment that welcomes diversity and promotes equality and respect.

9. Health and Safety:

• Oversee health and safety to ensure employee and visitor well-being.
• Maintain compliance with safety regulations.

10. Legal Compliance:

• Ensure adherence to labour laws, regulations, and industry standards to minimise legal risks.

The HR Manager’s role in a law firm is instrumental, shaping the firm’s culture, keeping the legal team at the forefront of industry advancements, and fostering an environment where talent can thrive and contribute to the firm’s continued success.

Requirements

SKILLS AND QUALIFICATIONS REQUIRED

Strategic HR and Office Management The ability to develop and execute HR strategies that align with the firm’s business objectives and operate the day to day running of the firm.

People Leadership: Exceptional leadership skills with a focus on inspiring, coaching, and leading various teams to achieve their full potential.

Effective Communication: Strong verbal and written communication skills to foster collaboration and convey important practice related information to various stakeholders from department heads, fee earners, paralegals, to various consultants and outsourced teams.

Business Acumen: A keen understanding of the legal industry’s commercial aspects and a strategic mindset to support the firm’s growth and goals.

Cross-Functional Collaboration: Proven ability to work effectively with cross-functional teams, promoting a cohesive and harmonious work environment.

Organisational Proficiency: Highly organised, with the capacity to manage the legal practice, and HR processes and confidential information discreetly.

Legal Systems Familiarity: A solid grasp of the firm’s Case Management System, all productivity and CMRs or marketing tools, including its features and capabilities, to streamline Practice management operations.

Office Policy Compliance: Strict adherence to the firm’s office policies and procedures to ensure consistency and compliance with internal protocols.

Risk Management Skills: A thorough understanding of the firm’s risk management guidelines and a strong commitment to mitigating HR-related risks.

Quality Standards: A deep knowledge of the firm’s client care and quality standards, ensuring that all HR activities align with these benchmarks.

Tech Proficiency: Competency in practice management related software and IT systems, with a proactive interest in exploring and implementing new technologies to enhance office processes.

Adaptive Organisation: Strong organisational skills to manage complex practice issues, HR tasks and an aptitude for collaborating effectively in a dynamic work environment.

Substantial Experience: A background in office management, ideally within a law firm or professional services setting.

Strategic Proficiency: The ability to develop and implement business continuity strategies and optimise operational processes.

Leadership Excellence: Exceptional people management skills and the capacity to lead and inspire teams.

Exceptional Organisation: The capability to maintain an organised workplace and handle confidential information with discretion.

Office Manual Adherence: Proficiency and strict adherence to the firm’s Office Manual, ensuring consistency and compliance with internal protocols.

Technology Proficiency: Competency in IT and technology, including software used by secretarial staff, and a proactive interest in exploring and adopting new technologies.

Organisational Agility: Strong organisational skills to manage complex tasks and the interpersonal aptitude to collaborate effectively.