Simpson Millar Solicitors
Senior Administrator
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Role Purpose
To provide high-quality administrative and case management support to the Education Law team, assisting solicitors and paralegals in the delivery of legal services to both privately funded and legally aided clients.
The role will involve a combination of chargeable and non-chargeable activities, supporting the efficient progression of education law matters including SEND Tribunal appeals, judicial review matters, school admissions and exclusions, disability discrimination claims, and related education disputes.
The post holder will play a key role in ensuring compliance with Legal Aid Agency requirements, maintaining accurate case records, enhancing client experience, and maximising fee earner capacity.
Key Responsibilities
Chargeable Support Activities
Where appropriate and in accordance with the firm's policies, undertake administrative tasks which may be recorded as chargeable time, including:
- Preparing court, tribunal, and application bundles.
- Drafting standard correspondence from templates.
- Preparing and formatting legal documents and witness statements.
- Collating evidence and supporting documentation for SEND Tribunal appeals.
- Reviewing incoming documentation and filing within case management systems.
- Obtaining and organising educational, medical, and expert reports.
- Assisting with disclosure exercises and document management.
- Preparing chronologies, schedules, and case summaries.
- Liaising with clients, schools, local authorities, experts, and third-party agencies to obtain information and documentation.
- Monitoring key deadlines and assisting with case progression activities.
- Uploading and managing documents on tribunal and court portals.
- Supporting legal aid file preparation and evidence gathering.
Non-Chargeable Administrative Support
- Opening new matters and completing client onboarding processes.
- Conducting conflict checks and file setup procedures.
- Managing incoming calls, emails, and correspondence.
- Maintaining electronic and physical filing systems.
- Scheduling appointments, meetings, and hearings.
- Diary management for solicitors and caseworkers.
- Processing incoming post and document scanning.
- Maintaining accurate records on the firm's case management system.
- Preparing client care documentation and engagement letters.
- Assisting with departmental reporting and management information.
- Supporting team meetings and administrative projects.
- Ordering office supplies and coordinating departmental administration where required.
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Legal Aid Administration
- Assisting with legal aid applications and amendments.
- Obtaining and reviewing supporting financial eligibility information.
- Ensuring documentation is uploaded and stored correctly.
- Assisting with legal aid billing preparation.
- Monitoring file compliance requirements.
- Supporting file reviews and audit preparation.
- Maintaining records required by the Legal Aid Agency.
- Assisting fee earners in meeting legal aid contract obligations and deadlines.
Financial and Billing Support
- Recording time accurately where required.
- Preparing files for billing.
- Supporting private client invoicing processes.
- Raising disbursement requests and monitoring payments.
- Assisting with matter budgeting and cost tracking.
- Chasing outstanding documentation required for billing and case progression.
Client Service
- Providing professional, empathetic, and efficient support to families, young people, and other stakeholders.
- Managing client communications and updates.
- Supporting vulnerable clients with sensitivity and professionalism.
- Maintaining confidentiality at all times.
Person Specification
Essential
- Previous administrative experience within a legal, professional services, or regulated environment.
- Excellent organisational and time management skills.
- Strong attention to detail and accuracy.
- Effective written and verbal communication skills.
- Ability to manage competing priorities and deadlines.
- Proficiency in Microsoft Office applications.
- Experience of working with case management systems.
- Professional and client-focused approach.
- Ability to handle confidential information appropriately.
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Desirable
- Previous experience within a law firm.
- Experience of Legal Aid administration.
- Experience in Education Law, Public Law, Family Law, or another publicly funded legal practice area.
- Knowledge of SEND Tribunal procedures.
- Understanding of Legal Aid Agency processes and compliance requirements.
- Experience preparing court or tribunal bundles.
Personal Attributes
- Empathetic and approachable.
- Proactive and self-motivated.
- Strong team player.
- Flexible and adaptable.
- Positive and solution-focused attitude.
- Committed to excellent client care.
- Able to work effectively with vulnerable clients and families facing challenging circumstances.
Career Development
This role offers the opportunity to develop specialist knowledge within education law and may provide progression pathways into senior administration, paralegal, caseworker, or trainee legal roles, subject to business needs and individual performance.
Commitment to equality, diversity, and inclusion
Simpson Millar is committed to the principles of equality, diversity, and inclusion. We value the diversity of our colleagues, clients, and external parties. We endeavour to create an environment where everyone feels included and valued for their unique characteristics, skills, and abilities and supported in their needs and responsibilities.
We welcome applicants from all sections of the community regardless of age, sex, gender (or gender identity), ethnicity, disability, sexual orientation, and transgender status. Please let us know if you would like to discuss any reasonable adjustments at any stage of the application or recruitment process. There is an option to detail this on your application form, however, please just get in touch should you wish to discuss this prior to formally submitting an application. Please note all conversations or disclosures are treated in the strictest confidence.
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