operations manager Cardiff, Wales
Job description
(No Agencies)
Role and Responsibilities
CJCH Solicitors is an award-winning professional legal practice based across South Wales. The Firm operates from four offices located in Cardiff, Barry, Bridgend and Blackwood, with multiple service lines across Private, Commercial and Legal Aid functions. CJCH Solicitors is looking to appoint a Legal Operations Manager with experience in legal project management or operations, who will have an immediate positive impact on the performance, service design and processes for CJCH.
The legal operations manager will be responsible for a variety of support, administrative, compliance, and procedural tasks. They are expected to have financial management, analytical, service design, technology, IT and project management skills/experience, and be able to work across multiple functions, ensuring the 60+ staff in the law firm are supported to deliver high-quality services to clients in an efficient and effective manner, delivering a practice that is fit for modern business.
The successful candidate will be someone who is proactive, self-motivated, delivery and outcome-orientated with keen attention to detail. The role will report directly to the Senior Partners and will be responsible for, but not limited to, the following:
- Facilities management and maintenance – Ensure all offices operate unhindered including regular maintenance; repairs; catering; cleaning, hygiene, and safety standards. This will include managing security precautions, building access procedures, fire, and safety compliance.
- Project management – Be able to evidence the ability to manage projects from scoping and budgeting through to implementation and monitoring. It would be beneficial for the candidate to have formal project management training and experience (i.e., Prince 2/Agile),
- Contract management – Negotiating and managing third-party supplier contracts such as training; utilities; postage and franking; copiers; insurance; VoIP/Telephony; fire and safety etc. including renewals and service delivery standards.
- Procurement management – managing of office supplies, furniture, and special-order items including distribution to staff/offices ensuring the correct setup for usage by staff.
- Operational improvement – identify opportunities for operational efficiencies and financial improvements and proactively scope and implement them, while managing the change, communications, and stakeholders across the business. Have evidenced based experience in setting measurable targets in reducing/improving the cost base of operations.
- Recruitment and selection processes – Supporting the business leads with managing their resourcing and recruitment, developing job descriptions, and managing the full end-to-end recruitment process. Preference for internally managed recruitment but will also include the management of external recruitment agencies when needed.
- Document management and archiving – Responsible for working with outsourced archiving service provider to manage archiving of documents across all offices; maintaining records and document retention procedures; coordinating with Data Protection team.
- Client engagement management – Oversight and management of reception and client contact aspects of all offices (professionalism, cleanliness, accessibility, client support when reception is not available).
- Online content management and reviews – management of social media profiles, marketing, and PR consultants, as well as the management of google and Trustpilot reviews.
- Support and coordinate leadership meetings – Active member of the leadership team, Track actions and reporting, agenda management, and prepare briefing packs on projects/operations (including data analysis reports) for the leadership team.
Additional Requirements:
- Undergraduate degree as a minimum,
- Experience of legal operations and/or legal project management
- Strong verbal and written communication skills (must be able to professionally communicate with clients and represent the firm, and be able to develop reports and feedback for the executive team),
- Proven financial management with strong analytical skills and demonstrable understanding of law firms budget and billing
- Excellent computer and technology skills - competency in the full MS Office suite required, including the ability to manage IT support services. (Experience with case management systems a plus),
- Have experience in facilities management and maintenance,
- Have experience in contract management and negotiations,
- Driver’s licence and mobility: Must have a full driver’s licence with unhindered use of own vehicle to travel to all offices and other locations as needed,
- Language: Must be fluent in English (Verbal, Reading, Writing); Welsh language skills are desirable but not essential.
Potential candidates can submit their CV's which will be reviewed on a rolling bases. Successful applicants will be contacted and invited for an interview. Please ensure your CV includes a direct email address to make contact.
Job Types: Full-time, Permanent
Salary: From £50,000.00 per year
Benefits:
- Company pension
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Cardiff: reliably commute or plan to relocate before starting work (required)
Education:
- Bachelor's (required)
Experience:
- Operations management: 5 years (required)
- Legal Operations: 5 years (preferred)
- Facilities management: 5 years (preferred)
- Recruitment management: 5 years (preferred)
- Contract and Procurement Management: 5 years (preferred)
- IT and Technology: 5 years (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
Application deadline: 28/07/2023
