HCB Widdows Mason
Legal Operations Assistant
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Assistant to the Legal Practice Manager
The Assistant to the Legal Practice Manager supports the efficient running of the firm by providing high-quality administrative, organisational, and operational assistance. This role ensures that the Practice Manager can focus on strategic, compliance, and performance-related responsibilities while day-to-day tasks are handled promptly and professionally.
Key Responsibilities
Operational Support
- Act as a first point of contact for internal queries, directing issues appropriately and ensuring smooth communication across the firm.
Compliance & Risk Management
- Assist with maintaining compliance registers (SRA, GDPR, AML, complaints, risk assessments)
- Help prepare documentation for audits, file reviews, and regulatory reporting
- Ensure policies, procedures, file reviews, and templates are kept up to date and accessible
HR & People Support
- Support HR administration including absence tracking, training records, appraisal scheduling, and recruitment logistics
- Maintain confidential personnel files and ensure accurate data entry into HR systems
- Assist with internal communications and staff engagement initiatives
- Support the onboarding and offboarding of staff, including preparing induction materials and coordinating training schedules
Finance & Reporting
- Help prepare monthly management reports, KPI dashboards, and compliance summaries
- Support the Practice Manager in monitoring budgets and operational expenditure
Client & Complaint Administration
- Support client complaint processes and maintain internal complaints records alongside the independent complaints handler
- Help coordinate responses to client enquiries and ensure high standards of professionalism
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Project & Systems Support
- Assist with implementing new systems, processes, and technology improvements
- Help coordinate internal projects such as policy updates, office moves, or IT upgrades
- Maintain project trackers and ensure deadlines are met
Requirements
- Strong organisational skills with the ability to prioritise competing demands.
- Excellent written and verbal communication skills.
- High level of discretion and professionalism, especially when handling confidential information.
- Competent IT skills, including MS Office and case management systems.
- Experience in a legal or professional services environment is desirable but not essential.
- Ability to work proactively, solve problems, and support colleagues at all levels.
- Experience in a legal, professional services, or regulated environment (advantageous).
- Strong administrative background with evidence of managing multiple tasks effectively.
- Competent IT skills, including MS Office (Word, Excel, Outlook) and familiarity with case management systems.
- Experience Supporting Compliance, HR, Finance, or Operational Functions (advantageous).
- Understanding of GDPR, confidentiality requirements, and professional conduct standards (desirable).
Benefits
- Competitive salary dependent on experience
- 26 days holiday plus Bank Holidays
- Holiday bonus scheme (up to 12 additional days leave)
- Pension scheme
- Parking (on a first come first served basis)
- Comprehensive training and development opportunities including support to study for professional qualifications
- Cycle to work scheme
- Firm funded eye tests
- Medicash Plan
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Note for recruitment/talent agents/agencies - HCB Widdows Mason Ltd undertakes its own recruitment. The recruitment team here is responsible for managing all vacancies and recruitment processes. We use a direct hiring and referral process as a preference. In order to optimise the range of potential candidates we also work with external recruitment/ talent agencies on an Approved Supplier basis. Our recruitment team will make vacancies known to our Approved Suppliers on an individual basis, so not all Approved Suppliers will be able to make introductions on all vacancies that we operate. If a recruitment / talent agent/agency is not able to access a particular vacancy they have not been listed as an Approved Supplier for that vacancy. If an agent/agency is not an Approved Supplier, but still provides an introduction, or CV, that will be treated as a Speculative Approach. Any and all Speculative Approaches will not be subject to the agent/agency's terms of business and no introduction fee will be payable. Any and all Speculative Approaches are made on the express understanding by the agent/agency that we may still contact the candidate directly and will not be liable for any introduction fee.
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