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Part Time Administrator Vacancy

About Rook Irwin Sweeney

Rook Irwin Sweeney is a specialist public law and human rights firm in England and Wales. Our four partners and four solicitors are experienced public & human rights lawyers who have acted in many leading public law cases over the last decade. The firm has a particular focus on the rights and interests of disabled children and adults and their families and the four partners have successfully taken cases to secure their rights to the High Court, Court of Appeal and Supreme Court. All four partners are highly ranked in the legal directories and are recognised as leaders in their fields. The partners and solicitors are located across the country with a mixture of office and home working. Our staffed office is based in Bethnal Green, East London. Our team is supported by a paralegal, two administrators and a finance and operations manager.

Our values

• We use the law to empower our clients to uphold their legal rights and to hold public bodies to account.
• We do exceptional work. We do what we say we will do. We care about our clients, and we care about each other. We are always learning.
• We aim to work in a sustainable way; financially, environmentally, mentally, and physically.
We aim to have a positive impact on the world around us, and we’re committed to giving back.

The role

We are looking for a part time administrator, working 21 hours per week to provide administrative support to our fee earners and work collaboratively with the other admin staff. We are open to discussing how those 21 hours can be spread across the working week.

We have an office in Bethnal Green, East London, but we are open to receiving applications from applicants who need flexibility in terms of location, and this role can be fully remote if required.

General responsibilities and tasks

• Completing non-legal tasks for the business
• Assisting the firm to be as efficient as possible
• Working with the Partners, Solicitors, Paralegal and Operations Manager to ensure smooth running of the business
• Identifying efficiencies in administrative support
• Supporting with compliance duties in terms of file openings/closings etc
• Working as a team, attending team meetings
• File opening including assisting the solicitor with compliance
• File closing
• Maintaining and updating electronic files and contact cards on the case management system including finding the correct contact details
• Preparing letters and documents using house style guide
• Document management including formatting, editing PDFs using Adobe Pro, secure file transfers, conversions and redacting
• Preparing and sending bundles to Counsel, experts and Court
• Liaising with clients, counsel, court, experts and other third parties, including by telephone and email
• Diary management and arranging internal and external meetings including invites, agenda and minutes
• Legal Aid applications, liaising with the Legal Aid Agency and CCMS management
• Making subject access requests, and monitoring / chasing responses
• External storage of client files/documents
• Assisting with the internal File Review process
• Assisting solicitors with billing tasks
• Recording any chargeable time
• Organising travel arrangements and accommodation
• Attending monthly 1:1s with line manager
• Arranging events such as webinars and training
• Adding information to the firm’s website
• Ensuring the firm’s policies and procedures are complied with at all times including in relation to client confidentiality and GDPR
• Other administrative duties

Who we are looking for:

This role will suit a motivated and enthusiastic individual with at least 1 year of experience in a legal setting and who is committed to gaining knowledge and experience. However we are also open to receiving applications from people with administrative experience who have not previously worked in a legal environment.

Successful candidates will need to demonstrate excellent client care, organisational and communication skills. You will be able to work in a fast-paced environment within a team, as well as being comfortable using your own initiative.

We will offer you all of the training and support you need to succeed in your role.

The benefits of working with Rook Irwin Sweeney

The salary will range between £23,000 to £27,000 per annum, according to experience and location.

Rook Irwin Sweeney places a strong emphasis on the wellbeing of its people.

We are currently trialling a reduced hours working week, where we will work 90% of our full-time working hours for a full-time salary (or the pro rata equivalent). It is not compressed hours.

We have a self-managed annual leave policy, where we encourage staff to manage their own annual leave responsibly, so that providing you are able to meet the requirements and responsibilities of your job, there is no set limit on the number of days off you may take.

We also have monthly reflective practice sessions facilitated by a clinical psychologist, a flexible working policy, optional private healthcare, and employees will also have access to a 24 hour employee assistance programme. We do not have individual costs or time targets and instead the team works towards a collective team target for the financial year.

Rook Irwin Sweeney is an Equal Opportunities Employer and is committed to supporting the wellbeing of its staff.

Competencies and requirements:

Person specification – Skills, knowledge, experience and attributes required
• Experience of administration (ideally in a law firm setting but not essential)
• Computer skills and abilities – able to use Microsoft Office programs effectively
• Organisational skills
• At least 5 GCSEs A*-C including in English and Maths

Practical skills:
• Organisational skills
• Ability to manage numerous deadlines and coordinate other team members
• Time management skills
• Ability to communicate clearly and effectively in English
• Experience of Excel
• Ability to prioritise own workload
• Ability to work as part of a team

How to apply

Please provide your current CV and a covering letter, explaining why you consider that you are a suitable candidate for the role, to Samantha Patrick, Finance and Operations Manager, at sam.patrick@rislaw.co.uk, by no later than 5pm on Monday 1 July 2024. Shortlisted candidates will be invited to attend an online interview.

Please contact Samantha Patrick at sam.patrick@rislaw.co.uk if you require any assistance or adjustments so that we can help with making the application process work for you.


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