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Administration Supervisor

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  • Ref: LS3291

Exciting opportunity to join a reputable law firm and supervise a team approximately ten legal administrators to ensure an efficient service at all times.

Administration Supervisor responsibilities include...

Supervision & Development

  • Manage a Central Administration Team of eight permanent team members (increasing in busy periods).
  • Closely monitor work levels and resources within the team and review case splits regularly with the Management Team ensuring an even distribution of work dependent on experience and capability. Report any over/under capacity issues to the CEO/Consultant.
  • Identify inefficiencies and areas of risk and recommend appropriate improvements to the system or ways of working, and implement improvement changes as appropriate
  • Identify training needs of individual staff, including new starters.
  • Arrange for team members to attend relevant training programmes either internally or externally where appropriate
  • Organise and carry out annual appraisals and mid-year reviews with team members
  • Hold regular Team Meetings to include training and ensuring that the team are kept informed of relevant developments and the team's progress and performance

Performance, Policy Compliance & Service Standards

Working with management team:

  • Ensure work allocated is completed within service standards and that the team achieves all relevant targets and timescales
  • Ensure that complaints are dealt with in accordance with the escalation procedures of the internal procedures
  • Identify and deal appropriately with those cases that are outside of standard procedures
  • Ensure that sign off procedures (e.g. completion/monies out) are dealt with in a timely manner and within the SLAs set by the clients
  • Supervisory responsibility for team conduct and performance in relation to individual file management

Day to day Team Management:

  • Review management reports and tools on a daily basis to monitor current workloads and ensure that the team focuses on delivering a pro-active approach and that the case management system is used effectively (the method of use of the case management system to be agreed with the management team)
  • To ensure that weekly updates and where applicable, use of developer Portals are kept up to date and delivered
  • Identify any problems experienced with the IT system and report to Business Support or IT where necessary
  • Ensure that aborted files are processed
  • Ensure that sales files are closed and archived
  • To ensure that completed purchase files are sent to Post Completions, with Transfer/Leases having been copied and filed to iManage
  • To work with Post Completions to reduce/simplify zero balance issues when closing files
  • Any other duties as required to ensure that the team achieves its objectives Client Management, Knowledge & Reporting
  • Review regular MI reports, identify patterns/trends and discuss findings with the Management Team with a view to delivering improvements
  • Attend relevant training to maintain knowledge

Administration Supervisor requirements include...

Proven technical knowledge and track record of Conveyancing procedures

  • A highly flexible approach and the capability to work well and flourish within a team environment
  • Excellent all round communication skills including the capability to develop and maintain strong client relationships
  • Ability to collaborate and work effectively with other colleagues internally, both within the wider team and across all practice areas.
  • Commitment to working within a quality standard environment
  • Commitment to ongoing professional and personal development including self-awareness and self-reflection and continuous improvement
  • A track record of consistently delivering to targets and/or objectives
  • An understanding of the importance of knowledge management and knowledge sharing

This is a fantastic opportunity to be part of a reputable firm with a strong presence in the South West.

Benefits

Our client offers a fantastic flexible benefits package including lifestyle hours, cycle to work schemes and discounts at high street stores.

Consultant contact