Receptionist / Administrative Assistant
16 days ago
Burley, Leeds
Job title: Receptionist / Administrative Assistant Department: Criminal Defence Location: Leeds, West Yorkshire Reports to: [Office Manager / Practice Manager / Supervising Solicitor] Salary: TBC Contract: Permanent Probationary period: 3 months About the Firm Allistor Bennett Solicitors is a criminal defence law firm based in Leeds. The firm represents both legally aided and privately funded clients at police stations, magistrates’ courts, the Crown Court and, where applicable, on appeal. The firm is seeking an organised, professional and approachable Receptionist / Administrative Assistant to provide reception and administrative support to its solicitors, accredited representatives and support staff. Purpose of the Role The postholder will be the first point of contact for many clients, family members, courts, police stations and other criminal justice agencies. The role requires sensitivity, discretion and the ability to remain calm when dealing with urgent, confidential or emotionally challenging matters. The postholder will also provide efficient administrative support and help ensure that client files and Legal Aid Agency records are opened, maintained and closed accurately. Key Responsibilities 1. Reception and Client Contact • Welcome clients and other visitors in a professional, respectful and non-judgmental manner., • Answer, screen and direct telephone calls promptly and accurately., • Take clear and complete messages, including details of urgent court hearings, police station attendances and clients in custody., • Identify urgent enquiries and escalate them immediately to the appropriate fee earner or supervisor., • Arrange appointments, conferences and video or telephone meetings., • Notify relevant staff when clients or professional visitors arrive., • Maintain a tidy, secure and professional reception and waiting area., • Assist clients who may be distressed, vulnerable or have communication difficulties, while remaining within the administrative scope of the role., • Arrange interpreters or other communication support when instructed., • Avoid providing legal advice and refer all requests for legal advice to an appropriately qualified member of staff. 2. General Administration • Open, sort, scan, distribute and send post and electronic correspondence., • Draft routine correspondence and emails using approved templates., • Undertake accurate typing, photocopying, scanning, printing and document collation., • Maintain electronic and paper diaries, calendars and appointment systems., • Arrange meetings and book rooms, interpreters, agents, couriers and other services as required., • Maintain office stationery and supplies and place authorised orders., • Support fee earners with routine administrative tasks., • Assist with archiving, file retrieval and secure document destruction., • Carry out other reasonable administrative duties appropriate to the role. 3. File and Case Administration • Open new client and matter files in accordance with the firm’s procedures., • Obtain and accurately record client identification, contact details, case information and funding information., • Conduct or assist with conflict checks and client due diligence procedures as directed., • Create and maintain accurate electronic and paper files., • Save and name documents consistently within the firm’s case management system., • Update case records following telephone calls, appointments and receipt of correspondence., • Assist with obtaining and organising prosecution papers, court documents, custody records and other case materials., • Monitor administrative deadlines and bring urgent or outstanding matters to the attention of the responsible fee earner., • Prepare files and routine documents for police station attendances, court hearings and client appointments., • Assist with file closure, archiving and document retention procedures. 4. Legal Aid Administration • Assist with the collection and recording of information required for legal aid applications and assessments., • Request financial evidence and other supporting documents from clients using approved wording., • Enter information accurately into the firm’s case management and legal aid systems., • Assist with the preparation, submission and tracking of Legal Aid Agency forms and applications under supervision., • Maintain records needed to support legal aid claims, audits and file reviews., • Refer any uncertainty about eligibility, scope, evidence or funding decisions to the appropriate fee earner or supervisor., • Comply with the firm’s Legal Aid Agency contract requirements, office procedures and quality standards relevant to the role. 5. Courts, Police Stations and Criminal Justice Agencies • Communicate professionally with HM Courts and Tribunals Service, police stations, prisons, the Crown Prosecution Service, the Probation Service, the Legal Aid Agency and other relevant organisations., • Make routine enquiries and obtain updates as directed., • Record hearing dates, custody status, bail conditions and other case information accurately., • Immediately notify the responsible fee earner of urgent court, custody or police station communications., • Arrange secure delivery or transmission of documents in accordance with the firm’s procedures. 6. Confidentiality, Data Protection and Compliance • Maintain strict confidentiality concerning clients, cases and the firm’s business., • Handle personal data and special category data in accordance with UK data protection law and the firm’s policies., • Follow all information security, cyber-security and secure document-handling procedures., • Verify identity and authority before disclosing information by telephone, email or in person., • Comply with the firm’s professional, regulatory and quality assurance requirements., • Report any suspected data breach, confidentiality issue, complaint or compliance concern promptly., • Follow the firm’s policies on health and safety, equality and diversity, safeguarding and professional conduct. Person Specification Essential • Previous experience in a receptionist, administrative or client-facing role., • A professional and courteous telephone manner., • Strong verbal and written communication skills., • Accurate typing and data-entry skills., • Good organisational skills and attention to detail., • Ability to manage competing priorities and recognise urgent matters., • Ability to communicate sensitively with clients who may be distressed, vulnerable or in custody., • Ability to maintain confidentiality and exercise sound judgment., • A calm, patient and non-judgmental approach., • Competence in Microsoft Outlook, Word and general office IT systems., • Ability to work both independently and as part of a team., • Reliable timekeeping and attendance., • An understanding of professional boundaries, including the need not to provide legal advice., • The right to work in the United Kingdom. Desirable • Previous administrative or reception experience within a solicitors’ practice., • Experience in criminal defence, legal aid or another criminal justice setting., • Familiarity with Legal Aid Agency procedures and terminology., • Experience using a legal case management system., • Knowledge of criminal courts, police station procedures and criminal justice agencies., • Experience working with confidential or sensitive personal information., • GCSEs, or equivalent qualifications, in English and mathematics., • Fluency in a community language commonly spoken in Leeds. Skills and Competencies The successful candidate will demonstrate: • Client care: Treating every client with dignity, patience and respect., • Confidentiality: Understanding the importance of legal professional privilege and secure information handling., • Accuracy: Producing reliable records and checking work carefully., • Prioritisation: Recognising and escalating urgent custody, police station and court matters., • Teamwork: Supporting colleagues and sharing relevant information appropriately., • Resilience: Remaining professional when dealing with difficult, sensitive or emotionally demanding situations., • Integrity: Acting honestly and consistently with the firm’s policies and professional obligations. Working Arrangements The role is primarily office-based at the firm’s Leeds premises. The postholder may be required to work flexibly during busy periods and, by prior agreement, outside the firm’s normal office hours. Any overtime, evening or weekend working requirements will be addressed in the employment contract and remunerated or compensated in accordance with the firm’s applicable policy. Pre-Employment Checks Any offer of employment will be subject to: • satisfactory references;, • confirmation of the applicant’s right to work in the United Kingdom;, • verification of relevant qualifications, where required; and, • any lawful and proportionate background checks applicable to the role. Applicants will only be asked to disclose criminal record information where the firm is legally entitled to request it. Equality, Diversity and Reasonable Adjustments Allistor Bennett Solicitors is committed to equality of opportunity and to creating an inclusive workplace. Applications are welcomed from suitably qualified candidates from all backgrounds. Reasonable adjustments will be considered for disabled applicants during the recruitment process and employment. Applicants may contact MAK to discuss any adjustments required. Application Process Please send the following to MAK : • a current CV; and, • a covering letter explaining your suitability for the role. Closing date: TBC Interview date: TBC
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