Senior Administrator

Senior Administrator

Job details

Organisation: KCH Garden Square


Location: Nottingham

Salary: 35k-39k TBC upon experience

Closing date: 26th July 2024

Job description


  • Prepare the annual budget for approval by the Treasurer and company accountant and ensure Chambers financial and physical resources remain within the budget guidelines throughout the financial year.
  • Assist the Treasurer with reports to the Board of Directors on Chambers performance.
  • Oversee Chambers book-keeping, petty cash and credit card reconciliations for all Chambers’ sites across all areas of the business.
  • Oversee the production of weekly payment reports and monthly VAT invoicing procedure for all members of Chambers.
  • Produce monthly VAT invoices for all members of Chambers, detailing payments received, payable rent and any other outgoings, using the direct system for the payment of owed rent where applicable.
  • Implement the weekly payment procedures across all Chambers’ sites, ensuring the distribution of fees to both members of chambers and external advocates.
  • Oversee the management of debtor days and the Lex workflow system, reviewing and updating the processes and procedures where appropriate.
  • Operate the payroll system, ensuring PAYE is paid and Employers RTI is delivered on time.
  • Manage the Chambers pension scheme including enrolment of new staff and payment of contributions.
  • Manage all employee documentation relating to HR, contracts, job descriptions and appraisal records.
  • Provide assistance in the development of the Company’s business plan and strategic goals which support Chambers’ objectives.
  • Provide assistance with the promotion of the public image of Chambers, including providing support with managing Chambers’ website and social media accounts.
  • Assist in the positive promotion of chambers to existing or potential clients or the markets or potential markets for the services which Chambers provides, attending all relevant non team-specific events where possible.
  • Assist with marketing, promotion and management of both in-house and external events.
  • Be responsible for the provision of an efficient and effective business service to chambers’ clients and members.
  • Take responsibility for the effective leadership, management and continued development of administrative staff in accordance with Chambers policies and procedures, employment law and good practice.
  • Ensure that any administrative assistant is fully trained in all appropriate areas of their Job Description and able to carry out their duties to full effect.
  • Manage the functionality of all buildings, telecommunications and IT throughout all sites of KCH Garden Square, ensuring cost effectiveness of external suppliers at all times and securing optimum contracts where necessary.
  • Assist with the mini pupillage application process, allocation of mini pupils with Counsel during their placements and obtaining & storage of any feedback following their placements for use during future pupillage application rounds.
  • Assist Pupillage Committees with the administration of the pupillage application process, advertising and coordinating offers and acceptances where required.
  • Work closely with sub-committees within Chambers, ensuring clear lines of communication and reporting between the Board of Directors, sub-committees and staff.
  • Undertake company secretarial duties to ensure that Chambers and its Directors are compliant with the obligation to file relevant documents at Companies House, including the appointment or termination of any director, annual accounts and annual company returns.
  • Ensure that Chambers remains fully complaint with regulatory bodies including the Bar Standards Board and Bar Council, including maintaining the status as an accredited CPD provider with the Bar Standards Board and Solicitors Regulation Authority.
  • Assist with the implementation of equality and diversity best practice throughout all sites of KCH Garden Square in conjunction with the Diversity Data Officer and ensure that anonymised summary data is collected and published in accordance with the Bar Standards Board Guidelines on Chambers website every three years.
  • Maintain, and revise as directed by the Board of Directors, the Chambers Manual, ensuring all policies are up to date and compliant with relevant regulations.
  • Ensure that all necessary requirements in relation to the Data Protection Act, professional indemnity insurance and practicing certificates are all fulfilled by liaising with the relevant regulatory bodies. In consultation with the compliance subcommittee.
  • Discharge the role of Chambers’ Health and Safety coordinator and Responsible person in relation to fire safety, anticipating any steps that may be necessary to ensure full compliance by Chambers with its statutory obligations in relation to both Health and Safety and Fire Safety. In consultation with the compliance subcommittee.
  • Effectively manage the human resources of Chambers in accordance with current policies and procedures, ensuring P45s, P60s and any other staff forms are processed as appropriate, and ensure that the annual appraisal process is completed for all staff members. This to be done is consultation with a HR link member of the board.
  • Coordinate where necessary the provision of training for staff members to address the needs identified within the Chambers appraisal process and/or as identified by the senior team clerks.
  • Comply at all times with Chamber’s policies and procedures.
  • Take responsibility for own health and safety whilst at work and the health and safety of colleagues and customers.
  • Undertake any other duties that are determined as necessary for the needs of the business that are commensurate with the grade of the post.

Start date ASAP.

Salary 35k-39k TBC upon experience

Hours – 8am-5pm

Standard starting holiday is 25 days, increasing with service.

Closing date – 5.30pm – Friday 26th July , with a view to interviews taking place w/c 5th August  

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