Job Description and Person Specification
Administrator - Dispute Resolution
Job Purpose Statement:
1. To provide timely and accurate administrative and secretarial support
to the Partners, fee earners and other colleagues in the department.
2. Undertake other work on behalf of the Department as and when
required and, where appropriate, provide other support to colleagues
within Viberts.
Main Duties and Responsibilities:
1. To provide administrative sup port to include but not limited to :
1.1. Updating diaries and notifying Partners of up - coming meeting
and court dates
1.2. Preparation of paperwork for meetings and court dates
1.3. Update department court lists
1.4. Receive and process client enquiries
1.5. Prepare records and files
1.6. Process and send terms of business letters to clients, ensuring
they are signed and returned
1.7. Process Acts of Court (copying, signing off, diarising and filing).
1.8. Taking telephone calls and writing up notes for client files
1.9. Drafting emails and let ters
1.10. Holding initial appointments with clients to take due diligence
1.11. Scanning, photocopying and filing
1.12. Updating pleading and disclosure files
1.13. Preparing court bundles
1.14. Conducting financial assessments on legal - aid clients
2. Exercise high standards of client care in a professional and courteous
manner
3. To ensure the confidentiality and security of all of Viberts’ client
documentation and information
4. Achieve billing and time recording targets
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5. T o comply with all accounting requirements laid down by the Par tners
and the Practice Director
6. To liaise with credit control regarding client matters as appropriate
7. To ensure good working relationships with clients, external
organisations and colleagues
8. To be active in promoting the services of Viberts and its image and
ethos .
9. Comply with and be aware of the requirements of Viberts Client
Charter
10. To deal with any other tasks as assigned from time to time
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PERSON SPECIFICATION
Qualifications and Professional Memberships :
1. Qualified to GCSE level or equivale nt
Previous Work Experience :
1. Previous experience in an administrative role and/or secretarial role
2. Ideally have r elevant experience within the legal sector
Knowledge /Skills and Experience :
1. Good level of literacy and numeracy in day - to- day operations .
2. Computer proficient with basic knowledge and ability to use computers
and related technology efficiently and effectively .
3. Knowledge of legal language, process and practice
Financial Management :
1. Disciplined and timely in time recording, billing and chasing outstanding
bills.
Competencies :
1. Progression
Continues to build on the competencies of previous levels.
2. Knowledge
2.1 Secure understanding of important legal concepts that is
valuable to the department’s clients .
2.2 Confident in advising on relevant law .
3. Skills and Capabilities
3.1 Confident and competent in your work .
3.2 Good planning and organisation skills to create and use logical
and systematic processes to achieve goals.
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4. Work Management
4.1 Works effectively with others to address client and depar tment
needs.
4.2 C lient focused, keeping client satisfaction as a top priority.
4.3 Balanc es multiple and competing requests for work.
4.4 C areful in all aspects of each matter in order to produce timely
and accurate work.
4.5 Is timely for meetings and conference /video calls.
5. Character and Commitment
5.1 A hard work ethic.
5.2 Ability to work with others, participating actively, sharing
responsibility and contributing to the capability of the team.
5.3 Interacts effectively and courteously within the team and across
depar tments.
6. Ethics
6.1 Takes duties to clients seriously.
6.2 Exhibits sound judgment , honesty and integrity with the work
and in dealings with colleagues, clients and others .
6.3 Demonstrates trustworthiness, acting fairly and inclusively.
6.4 Is sensitive to client confidentiality and avoids conflicts of
interest.
7. Business Development
7.1 Embraces social media to promote the department and the firm.
7.2 Promotes Viberts externally in a positive manner.
7.3 Maintains existing relationships with clients and intermediaries .
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8. CSR
Ideally a ctively participates in the community by giving time freely to a
particular pursuit that benefits others.
9. Values
Exhibits the following behaviours:
9.1 People Focused – We pride ourselves on our personal, positive and
professional approach.
9.2 Supportive – Your needs are at the heart of everything we do.
9.3 Dedicated – We are dedicated. We strive to do our best at all times.
9.4 Pragmatic – We are pragmatic, delivering clear and effective
advice .
By undertaking this role, you agree to:
1. Perform the duties of your role including those outlined above to the full
and best of your ability.
2. Actively take part in the firm’s performance management process
including annual appraisals with a Partner.
3. Undertake, when requested by a Partner, additional tasks and
responsibilities not outlined above in order to support the success and
continuing performance of your department and the firm.
4. Be flexible and willing when carrying out all tasks and responsibilities .
5. Show flexibility with your working hours, such as working evenings and
weekends whenever the job requires it.
6. Act in accordance with, and embrace, the firm’s core values and
competencies.
7. Attend training sessions as required from time to time.
8. Adhere to all of the firm’s policies and procedures, and applicable law,
including but not limited to :
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8.1. health and safety, thereby ensuring a safe working environment
for yourself, your colleagues, clients and visitors to the firm.
8.2. confidentiality and data protection.
8.3. anti - money laundering a nd terrorist financing.
8.4. Information and Security.