The role is Practice Manager for MDY Legal. You will report to the Partners of the Firm.

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1 PRACTICE MANAGER Role and reporting The role is Practice Manager for MDY Legal. You will report to the Partners of the Firm. Job description and duties Function of MDY Legal MDY Legal is a multidisciplinary law firm providing legal advisory and programme management services with a focus on international development. MDY Legal provides legal services to approximately 30 key clients and programme management services to two high profile international development programmes funded by international aid agencies in the infrastructure and health sectors (PIDG and HANSHEP Main Purpose of Role To ensure that the Partners of MDY Legal are supported, by organising and managing the smooth and efficient running of the Firm and to be responsible for driving performance across the business to deliver MDY Legal s Strategic Plan and ensuring best practice in accordance with LEXCEL and ISO9001 standards. Main Responsibilities of Job LEXCEL/ ISO 9001 compliance To be the main gate keeper of the Firm s LEXCEL/ ISO 9001 compliant policies and procedures, and along with the Partners, to be responsible for maintaining the Firm s LEXCEL and ISO 9001 & accreditations. The Practice Manager will be the key point of contact with the Firm s ISO/LEXCEL accreditation assessors (Centre for Assessment (CFA)). To ensure the continuing development and management of a Business Systems Manual that supports corporate and service governance throughout MDY Legal, promoting a culture of consistent focus on quality, client care, risk management and system integration and innovation. Assisting the COLP and COFA to perform their respective duties. Working with all areas of the organisation to foster a common agenda on quality, client care and risk management and maintain strong relationships with all key

2 stakeholders. Acting as the Firm s internal auditor for ISO/LEXCEL purposes, to ensure a systematic approach to the management of quality, regulatory and client matters. Ensuring risk management, audit and monitoring functions highlight poor practice and rapidly assessing how these can be remedied. Keeping the firm s Strategic Plan under review in line with the above. Arranging all insurances required by the Firm. Ensuring all regulatory compliances (including registration with the Information Commissioner s Office (ICO)). The Practice Manager will work closely with the Office Manager on LEXCEL / ISO compliance. Management Meetings Convening and attending Monthly Management Meetings and preparation of Agenda, Papers and Minutes. Liaising with Finance Manager to ensure Monthly Management Accounts are available. Convening and attending weekly/interim Management Meetings and preparation of Action List. Owning and managing the implementation of the Action List. Management of the Firm s IT and equipment contracts To be the main point of contact for the Firms IT support company Wirebird. Managing the contract with Timeslice for the Firm s Case / Document Management System (Lawman), implementing the system and acting as gatekeeper to ensure it runs effectively. To manage contracts for the office equipment, including the printers/ scanners/ fax machine(s). Procurement of suitable and cost effective computer equipment where necessary. 2

3 The Practice Manager will work closely with the Finance & IT Administrator on management of the Firm s IT. HR Coordination To coordinate the overall provision of Human Resources services, policies and procedures within MDY Legal. 1. Advising line managers and staff on HR policies and working closely with line managers to understand and implement policies and procedures. Referring to the MDY Staff Handbook to answer any day to day queries relating to HR. Maintaining the Staff Handbook up to date with current employment law and practice. 2. Recruitment, including drafting job descriptions, advertising on recruitment websites and the MDY homepage, use of agencies (where necessary), arranging and at times conducting interviews and distributing all new starter paperwork including offers of employment and contracts of employment using relevant templates. 3. Making arrangements for temporary support staff/ locums where required. 4. Drafting consultancy contracts for MDY consultants and liaising with finance to monitor consultant inputs against agreed milestones. Drafting extensions and amendments to consultancy contracts where required. 5. Preparing consultancy contracts for execution by collecting signatures and couriering them to the relevant parties, ensuring a final version is saved for MDY reference. 6. Developing and implementing policies on issues such as working conditions, performance management, equal opportunities, disciplinary procedures and absence management. 7. Where necessary, researching pay and remuneration queries, using salary surveys, recruitment agencies and other resources available. 8. Assisting the Managers within MDY with the Annual Performance Review Process by arranging the APR meetings with staff, ensuring all the meetings take place, taking notes at the meetings, and ensuring all completed APR forms are distributed and saved to employee files. Collating feedback/themes from the APRs and assisting the Partners to address any issues raised. 3

4 9. Administering employee benefits, including eye care vouchers, season ticket loans and the Firm s pension scheme, (in conjunction with the Firm s Finance Manager) and processing monthly payroll changes using the Firm s Moorepay HR system and the Moorepay payroll bureau. 10. Assisting with the annual salary and bonus review process by updating the payroll records, sending letters to employees and filing them on employee files. 11. Developing HR planning strategies with line managers 12. Managing and booking annual leave for employees, in line with their contractual entitlements. 13. Managing, recording and monitoring all sick leave and working from home days on the Firm s central register. 14. Using the skills and training record database to keep track of staff training and training costs and recommending relevant training courses for staff. 15. Setting up meetings for new starters as part of their onboarding process. 16. Assisting the Firm s Office Manager with CPD administration where required. 17. Maintaining employee files and ensuring all staff personal details are kept in a discrete and confidential manner. 18. Promoting equality and diversity as part of the culture of the organisation. The Practice Manager will work closely with the Finance & HR Administrator on management of the coordination of HR. Business Development The Practice Manager will also be responsible for strengthening MDY s brand position as a leader in providing Legal and Programme Management services for international development. Management of the content of MDY Legal s website. Assisting with the preparation of templates for bidding / tendering for new business opportunities. General supervision of the office Coordination of administrative staff to ensure that office 4

5 administration is effectively delegated including the Operations Team consisting of the Office Manager, Finance & IT Administrator, Finance & HR Administrator and team of Personal Assistants. Reviewing and overseeing the office filing system, both soft and hardcopy. Organising changes to the office layout and logistics relating to office relocations and expansions, seating plans and furniture procurement. Annual review of property lease documents. Coordination and management of business continuity plans. Review of MDY Legal s suppliers, ensuring equipment, supplies and furniture purchased are competitively priced and cost effective. Management of the facilities contract(s) Liaising with and managing the facilities contracts to ensure that matters requiring attention are dealt with in a timely manner, according to the contract in place. Working with the facilities contracts to ensure that all areas of Health, Safety and Environmental issues are properly governed and managed. Skills and Experience Relevant experience of managing within a law firm setting is essential as is intermediate/advanced knowledge of MS Office packages. In addition to the relevant experience required for the role, the holder of this post should possess the following competencies: A thorough understanding of good governance, quality management systems and administration within a legal practice Experience of ISO 9001 and LEXCEL requirements Thorough knowledge and understanding of the linking together of corporate policy objectives with quality management and performance monitoring Experience of developing and implementing systems to improve service and organisational performance and efficiency Strong advocacy skills and sound business management experience 5

6 Excellent Human Resources skills Knowledge of managerial best practice and standards Strong problem solving skills and the ability to work through other people Proven project management skills Impeccable document production skills and an ability to generate operational reports Ability to set professional standards within the practice Organised and methodical approach to work and projects Highly skilled communicator and influencer with the ability to reflect and question positively and effectively The ability to forge and sustain effective partnerships internally and externally The ability to articulate a clear vision for change and manage the process whilst supporting people The ability to maintain a high level of performance and establish clear quality standards and to hold others to account for delivery and performance Finance experience desirable i.e. competence in analysing budgets, P&L, balance sheets, Cashflows, etc Educational Qualifications A degree or equivalent with experience of working at a senior level within a law firm with a quality management remit. Qualifications in PRINCE and LEXCEL / ISO standards would be beneficial. 6

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