Leeds Crown Point jobs

About the Firm

Allistor Bennett Solicitors is a criminal defence and legal aid practice based in Leeds. The firm represents clients at police stations, magistrates’ courts, the Crown Court and, where applicable, on appeal.

The firm is seeking an organised, professional and ambitious Receptionist / Administrative Assistant. This role is suitable for a candidate who wishes to develop a long-term career in criminal defence. The firm is committed to continuing professional development and may support the successful candidate in obtaining police station accreditation. For an exceptional candidate who demonstrates the required ability, commitment and progress, there may also be an opportunity to undertake a training contract or other recognised period of qualifying work experience with a view to qualification as a solicitor.

Purpose of the Role

The postholder will provide reception and administrative support to the firm’s solicitors, accredited police station representatives and other staff.

As the first point of contact for many clients, family members, courts, police stations and criminal justice agencies, the postholder must be professional, discreet and non-judgmental. The role requires the ability to remain calm when dealing with urgent, confidential or emotionally challenging matters.

The role also provides an opportunity to develop practical criminal defence knowledge and, subject to satisfactory performance and the firm’s approval, to progress towards police station accreditation and increased fee-earning responsibilities.

Key Responsibilities

1. Reception and Client Contact

• Welcome clients and professional visitors in a respectful and professional manner.
• Answer, screen and direct telephone calls promptly and accurately.
• Take clear and complete messages, particularly in relation to clients in custody, urgent police station attendances and impending court hearings.
• Recognise urgent enquiries and immediately escalate them to the appropriate fee earner or supervisor.
• Arrange client appointments, conferences and video or telephone meetings.
• Assist clients who may be distressed, vulnerable or have communication difficulties.
• Arrange interpreters and other communication support when instructed.
• Maintain a tidy, secure and professional reception and waiting area.
• Remain within the administrative scope of the role and refer all requests for legal advice to an appropriately qualified or authorised member of staff.

2. General Administration

• Open, sort, scan, distribute and send post and electronic correspondence.
• Draft routine letters and emails using the firm’s approved templates.
• Undertake accurate typing, copying, scanning, printing and document collation.
• Maintain electronic and paper diaries, calendars and appointment systems.
• Arrange meetings and book rooms, interpreters, agents, couriers and other services.
• Maintain office stationery and supplies and place authorised orders.
• Assist with filing, archiving, file retrieval and secure document destruction.
• Provide general administrative support to solicitors, accredited representatives and other staff.
• Carry out other reasonable duties appropriate to the nature and level of the role.

3. File and Case Administration

• Open new client and matter files in accordance with the firm’s procedures.
• Obtain and accurately record client identification, contact details, case information and funding information.
• Conduct or assist with conflict checks and client due diligence procedures as directed.
• Create and maintain accurate electronic and paper files.
• Save and name documents consistently within the firm’s case management system.
• Update case records following telephone calls, appointments and receipt of correspondence.
• Assist with obtaining and organising prosecution papers, court documents, custody records and other case materials.
• Monitor administrative deadlines and bring urgent or outstanding matters to the attention of the responsible fee earner.
• Prepare files and routine documents for police station attendances, court hearings and client appointments.
• Assist with file closure, archiving and document retention procedures.

4. Legal Aid Administration

• Assist with gathering information and evidence required for legal aid applications and assessments.
• Request financial and supporting documents from clients using approved wording.
• Enter information accurately into the firm’s case management and legal aid systems.
• Assist with preparing, submitting and tracking Legal Aid Agency forms and applications under supervision.
• Maintain records required to support claims, audits, file reviews and contractual compliance.
• Refer questions concerning legal aid eligibility, scope or evidence requirements to the appropriate fee earner or supervisor.
• Follow the firm’s Legal Aid Agency contract requirements, office procedures and applicable quality standards.

5. Courts, Police Stations and Criminal Justice Agencies

• Communicate professionally with police stations, HM Courts and Tribunals Service, prisons, the Crown Prosecution Service, the Probation Service, the Legal Aid Agency and other relevant organisations.
• Make routine enquiries and obtain case updates as directed.
• Accurately record hearing dates, custody status, bail conditions and other relevant case information.
• Immediately notify the responsible fee earner of urgent court, custody or police station communications.
• Arrange the secure transmission and delivery of documents in accordance with the firm’s procedures.

3. Additional Training

The postholder may also receive training in:

• criminal procedure and terminology;
• client care and professional conduct;
• legal aid applications and billing procedures;
• case management and document management systems;
• equality, diversity and inclusion;
• supporting vulnerable clients;
• data protection, confidentiality and cyber-security;
• complaint handling and regulatory compliance; and
• other areas relevant to the postholder’s duties and career development.

Person Specification

Essential

• Previous experience in a receptionist, administrative or client-facing position.
• A clear, courteous and professional telephone manner.
• Strong written and verbal communication skills.
• Accurate typing and data-entry skills.
• Good organisational ability and attention to detail.
• Ability to manage competing priorities and recognise urgent matters.
• Ability to communicate sensitively with clients who may be distressed, vulnerable or in custody.
• A calm, patient and non-judgmental approach.
• Ability to maintain confidentiality and exercise sound judgment.
• Competence in Microsoft Outlook, Word and general office IT systems.
• Ability to work independently and collaboratively as part of a team.
• Reliable attendance and timekeeping.
• An understanding of professional boundaries, including the need not to provide legal advice unless appropriately trained and authorised.
• A genuine interest in criminal defence and professional development.
• The right to work in the United Kingdom.

Pay: £19,000.00-£25,000.00 per year

Benefits:

• On-site parking

Education:

• Bachelor's (preferred)

Work Location: In person