Legal Office Manager & Accounts Executive

Dublin 1 Firm

Profile

Role & Responsibilities

ACCOUNTS

Accounting Postings

• Day to day responsibility for accounts
• To keep the firm’s accounts up to date
• Significant data entry – speed and accuracy essential
• All bank reconciliations and all other reconciliations
• Credit Control
• Compliance with Solicitors Accounts Regulations
• Online Banking and enforcement of verification policies and procedures
• Billing and invoices
• Maintaining all necessary and appropriate records in compliance with all relevant regulatory and office requirements
• Generating reports and distributing to partners. Overseeing action required to be taken in respect of same
• Managing aged debt

FACILITIES

• Provision of appropriate facilities for staff
• Office equipment and the related maintenance contracts
• Liaison with all service providers
• Ensuring facilities comply with Health & Safety regulations
• Management of client areas e.g. reception, meeting rooms
• Maintaining all required office inventories – equipment, IT, service provider contact details,etc

PURCHASING

• Ordering of office supplies

• Purchase agreements with external suppliers

STAFF RESOURCING

• Appropriate allocation of work to legal secretaries and executives
• Sourcing of temporary staff where appropriate

HUMAN RESOURCES

• Staff management
• Payroll
• Supervision of secretarial and administrative staff
• Recruitment of secretarial and administrative staff
• Training of secretarial and administrative staff
• Management of support cover
• Induction process for new staff
• Maintain records of sickness and holidays and management of both

INFORMATION TECHNOLOGY

• Liaison with external providers to ensure that IT infrastructure is appropriate for the needs of the practice
• IT usage policy e.g. e-mail policy
• Phone system
• Management and understanding of Case Management system

COMMUNICATIONS – Internal

• Efficient flow of information within the practice
• Processes for incoming/outgoing post correspondence
• Internal distribution
• Management of external couriers
• Document security

COMMUNICATIONS – External

• Managing performance of the case management system

THE PERSON

• A minimum of 3 years’ experience in a similar role
• Previous experience in a legal practice is desirable but not essential
• Staff management experience is essential
• A highly motivated individual 
• Highly developed organizational skills with an ability to take on and complete       tasks within agreed time-scales.
• Proven ability to take responsibility and act on own initiative  
• Highly Professional - committed to excellence in approach to work
• Working knowledge of Microsoft Office and ideally Keyhouse Case Management
• Capacity to communicate effectively