Office Administrator
2 days ago
Cambridge
JOB DESCRIPTION – OFFICE MANAGER (1-YEAR FIXED TERM) Location: Waterbeach Chambers: The Chambers of Paul Chu Chiy Reports to: Head of Chambers / Senior Clerk Contract: 12-month Fixed Term Working Pattern: Full-time, office-based 1. Role Purpose The Office Manager will ensure the efficient, professional and compliant running of Chambers at its Waterbeach premises. This hybrid role combines office management, legal administrative support, client care, subscriber administration, telephone-based liaison, and workflow coordination. A core requirement of the role is high-volume, high-quality telephoning with clients, courts, counsel, solicitors, agencies, subscribers, and external partners. The Office Manager must manage and document extensive daily call activity, ensuring accuracy, professionalism and prompt follow-up. 2. Key Duties and Responsibilities A. Office & Facilities Management • Oversee daily Chambers operations, ensuring professional presentation and smooth functioning., • Act as key contact for landlords, contractors, IT support and service providers., • Manage office equipment, supplies and procurement., • Ensure compliance with health & safety and risk management requirements. The Office Manager must undertake significant volumes of daily telephoning, including: Client & Prospective Client Calls • Make and receive high-volume client calls daily., • Respond to all telephone enquiries within 4 working hours., • Provide attendance notes of 100% of all calls., • Conduct triage, gather information, book appointments, confirm instructions and issue FOP/KYC/TOB., • Place regular calls to courts and tribunals to:, • chase listings and orders, • confirm hearing details, • clarify deadlines, • arrange urgent applications, • Liaise with instructing solicitors, counsel, clerks, and opposing parties., • Confirm receipt of documents, clarify instructions, arrange conferences, and resolve issues., • Undertake subscriber follow-up calls, usage notifications, payment-chasing calls, GoCardless discussions, and subscription renewal calls., • Make outbound calls to networking contacts and referral sources. C. Legal & Administrative Support (Integrating all duties from the uploaded Paralegal JD JOB DESCRIPTION AND OUTPUTS · Assist counsel and fee earners with drafting, research, bundles and document preparation. • Handle post, email, document linking and file organisation., • Ensure 100% accuracy in filing, document management and case tracking., • Update Case List daily with progress logs., • Ensure all deadlines, court dates and conferences are logged, tracked, confirmed and diarised with 99–100% accuracy., • Maintain a minimum 85% client conversion rate., • Maintain 100% retention of existing clients through timely communication and proactive management., • Ensure 90% of clients leave Google reviews where applicable., • Prepare invoices promptly and accurately., • Issue invoices within 48 hours of client agreement to pay., • Maintain 100% accuracy in payment recording., • Achieve 95% on-time payment collection and undertake courteous but firm chasing calls., • Resolve billing queries within 2 business days., • Prepare monthly time schedules by the 5th., • Notify subscribers when time falls below 10 hours and issue upgrade proposals within 24 hours., • Conduct daily follow-up calls until resolved., • Ensure 100% GoCardless compliance., • Investigate failed payments within 1 working day and pause work until resolved., • Issue monthly invoices at least 3 days prior to payment date., • Unitise documents, apply non-compliance charges, and organise folders within required timeframes., • Secure approval for 100% of quotations before commencing work. Knowledge & Experience • Office management or legal administrative experience (Chambers/Law Firm preferred)., • Strong understanding of legal processes, forms and court systems., • Demonstrable experience handling high volumes of telephone work., • Exceptional telephone manner and communication skills., • Ability to handle pressured calls and difficult conversations diplomatically., • Excellent organisational and multitasking ability., • Legal research and drafting skills., • Confident, calm communicator., • Professional, adaptable, discreet., • Highly organised with exceptional attention to detail., • 75%+ client conversion, • 100% enquiry response within 4 hours, • 100% accuracy in call notes and document tracking, • 95% first letter to debtors sent out on the day they become overdue, • 99%+ scheduling accuracy, • 7 networking events per month, • At least 1 referral per month, • Daily Case List updates, • 100% invoice issuance within required timeframe, • Two-times-salary operational contribution, • Contract: 12-month fixed term, • Location: Waterbeach, • Hours: Full-time, • Benefits: Pension, parking, CPD opportunities