Part-Time Practice Manager — Private Practice

Long-established High-Street Firm with multiple offices in Central London and to the West of London seeks a Part Time Practice Manager to join their team.

Reporting directly to the CEO and Managing Director, this position involves a broad spectrum of operational responsibilities and requires a wide range of knowledge and experience. As practice manager you will oversee marketing, business development, HR and recruitment, Operations, administration, health and safety and facilities management. Appropriate training will be provided where required. Previous experience as a Practice Manager in a law firm is essential. Key responsibilities include, but are not limited to:

Human resources

Organisational

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary.
• Develop firm protocols and procedures, review and update as required.
• Ensure that firm premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place.
• Manage the procurement of firm equipment, supplies and services within target budgets.
• Develop and review Health & Safety policies and procedures and keep abreast of current legislation.
• Arrange appropriate insurance cover.
• Ensure that the firm has adequate disaster recovery procedures in place.
• Arrange appropriate maintenance for firm equipment.
• Review, maintain and enter into contracts with third party suppliers.
• Deal with queries and issues raised by third parties.
• Manage the daily operations of the firm.
• Analysing business performance.
• Making recommendations on strategies moving forward.
• Produce a quarterly management reporting pack.
• Maintain existing accreditations and implement new ones.

Client and Business services

• Adopt a strategic approach to the development and management of client services.
• Ensure that the firm complies with legal aid agency contractual obligations and other regulatory rules and requirements.
• Oversee and/or develop and manage an effective appointments systems.
• Oversee and/or organise timetables, rotas and holiday cover.
• Routinely monitor and assess firm performance.
• Streamlining internal processes.
• Assisting with marketing and business development.
• Assist with branding and brand recognition strategies.
• Point of contact for new or unanswered client queries.
• Liaise with complaints handling Director to resolve client complaints.

Information management and technology

• Oversee the evaluation of and plan firm IT implementation and modernisation.
• Oversee the motivation, support and monitoring of staff in the use of IT; organise, oversee the organisation of and evaluation of IT training.
• Oversee setting of targets and monitoring standards for data entry and data collection.
• Ensure that the firm has effective IT data security, back-up, maintenance and disaster recovery plans in place.
• Maintain the firms websites with third party suppliers.
• Ensure full and proper use of case management system and other software.
• Liaise with IT helpdesk to resolve issues for staff.
• Arrange set up staff with hardware and software on induction and troubleshoot staff IT problems.

Health & safety

The post-holder will implement and lead on the full range of promotion and management of their own and others’ health, safety and security as defined in the firm Health & Safety policy, the firm Health & Safety manual This will include (but will not be limited to):

• Ensuring job holders across the firm adhere to their individual responsibilities for health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintain and up to date knowledge of health and safety and best practice guidelines and ensure implementation across the business.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others.
• Using appropriate control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed.
• Actively identifying, reporting, and correction of health and safety hazards immediately when recognised.
• Keeping own work areas and general / client or staff areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other managers.
• Undertaking periodic training.
• Routine management of own team / team areas, and maintenance of work space standards.
• Conduct workstation and DSE assessments.
• Conduct necessary welfare meetings with staff.
• Liaise with third party health and safety advisors and implement recommendations.

Financial Management

• Liaise with financial manager and finance team when required.
• Maintain adequate records for finance team and external accountants.

Equality and diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with the firms procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of clients and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Personal/Professional development

Quality

The post-holder will strive to maintain quality within the firm, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
• Work effectively with individuals in other departments to meet client needs.
• Effectively manage own time, workload and resources.

Communication

Contribution to the implementation of services:

The post-holder will:

• Apply firm policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.
• Implement standardisation across the firm.

For full details or to apply please contact Natalie Mayger at The Recruiter Ltd. All applications will be treated in the strictest confidence.

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