Legal Service Administrator

Job description and person specification

Sheffield Citizens Advice and Law Centre provides a range of advice and advocacy services through digital means, by telephone and in person. We seek to empower our clients and support them to improve their confidence and capability on a wide range of issues. We campaign for change to social policy to improve the well‑being of the people and communities we support.

Our advice services provide help and advice across a wide range of issues and more in depth help in respect of welfare benefits, debt, housing, employment and immigration. Our independent advocacy services are delivered through Sheffield Advocacy Hub, in partnership with three organisations.

We aim for excellence. Our ambition is to be among the best advice and advocacy services in the country, and one of the leading voluntary and community organisations in Sheffield.

Our Legal Services Administrators provide technical administrative support for our fee earning Legal Services. These currently include Legal Aid Agency funded work in Housing and Immigration Advice.

The role provides critical support to a team which supports people in the city in extremely vulnerable situations such as homelessness and eviction, asylum claims and citizenship applications.

The role includes all aspects of administration and ensuring the smooth running of the Legal Services offices. This is a fast paced role which enables our legal teams to maximise their focus on client work and fee earning activities.

Administrators are required to undertake all their duties in accordance with Citizens Advice Sheffield policies and procedures, utilising national and local sources of information and guidance.

Responsible For:

Legal Services admin volunteers, where appropriate

Responsible To:

Legal Services Administrators are required to:

• Welcome clients to the service, in person, digitally or on the telephone, enable clients to explain their needs and advise clients on the appropriate service
• Triage client queries and incoming referrals for legal services, record client data and manage caseworker diaries for new appointments
• Facilitate the processing of incoming and outgoing mail and email correspondence as appropriate
• Operate legal services support systems, including maintaining electronic and paper records to the Specialist Quality Mark (SQM) standard and in line with Legal Aid Agency requirements;
• To input, update and maintain data held on the Case Management System, including to document advice and casework
• Prepare Legal Aid files for billing and audits
• Operate information technology systems
• Support finance systems, including maintaining electronic and paper records
• Support the management of premises
• Support the recruitment, development and retention of volunteers
• Support the administration and delivery of training
• Provide support to conferences, meetings and other events
• Provide general administrative support to the team and managers
• Ensure that these duties are undertaken in accordance with all relevant policies and standards.

Legal Services administrators are required to undertake learning and development including:

• Keeping up to date with legislation
• Keeping up to date with policies and procedures
• Attending internal and external training

Competency:

Demonstrates practical skills relevant to the administration of legal aid including working to precise accuracy, maintaining quality standards and meeting deadlines

Indicators:
Legal Aid Agency submissions are fully compliant and submitted within deadlines, and all work is carried out to the requirements of the Specialist Quality Mark (SQM)

Competency:

demonstrates proficiency in ICT and digital software and applications including the ability to adapt to new systems

Indicators: makes effective use of existing ICT and digital applications and takes a positive approach to new ICT and digital solutions

Competency:

Organises tasks, prioritises effectively, and maintains accurate records.