Legal Services Administrator

Job description and person specification

Sheffield Citizens Advice and Law Centre provides a range of advice and advocacy
services through digital means, by telephone and in person. We seek to empower our
clients and support them to improve their confidence and capability on a wide range of
issues. We campaign for change to social policy to improve the well-being of the
people and communities we support.

Our advice services provide help and advice across a wide range of issues and more in
depth help in respect of welfare benefits, debt, housing, employment and immigration.
Our independent advocacy services are delivered through Sheffield Advocacy Hub, in
partnership with three organisations.

We aim for excellence. Our ambition is to be among the best advice and advocacy
services in the  country, and one of the leading voluntary and community
organisations in Sheffield.

Purpose of job

Our Legal Services Administrators provide technical administrative support for our fee
earning Legal Services.  These currently include Legal Aid Agency funded work in
Housing and Immigration Advice.

The role provides critical support to a team which supports people in the city in
extremely vulnerable situations such as homelessness and eviction, asylum claims and
citizenship applications.

The role includes all aspects of administration and ensuring the smooth running of the
Legal Services offices. This is a fast paced role which enables our legal teams to
maximise their focus on client work and fee earning activities.

Administrators are required to undertake all their duties in accordance with Citizens
Advice Sheffield policies and procedures, utilising national and local sources of
information and guidance.

Responsible For:
Legal Services admin volunteers, where appropriate

Responsible To:
Solicitor

Main duties and responsibilities

Service provision

Legal Services Administrators are required to:

●  Welcome clients to the service, in person, digitally or on the telephone, enable clients

to explain their needs and advise clients on the appropriate service

●  Triage client queries and incoming referrals for legal services, record client data and

manage caseworker diaries for new appointments

●  Facilitate the processing of incoming and outgoing mail and email correspondence

as appropriate

●  Operate legal services support systems, including maintaining electronic and paper
records to the Specialist Quality Mark (SQM) standard and in line with Legal Aid
Agency requirements;

●  To input, update and maintain data held on the Case Management System, including

to document advice and casework

●  Prepare Legal Aid files for billing and audits
●  Operate information technology systems
●  Support finance systems, including maintaining electronic and paper records
●  Support the management of premises
●  Support the recruitment, development and retention of volunteers
●  Support the administration and delivery of training
●  Provide support to conferences, meetings and other events
●  Provide general administrative support to the team and managers
●  Ensure that these duties are undertaken in accordance with all relevant policies and

standards.

Professional learning and development

Legal Services administrators are required to undertake learning and development
including:

●  Keeping up to date with legislation
●  Keeping up to date with policies and procedures

●  Attending internal and external training

Person specification

Technical Legal Aid/SQM Competence

●  Competency: Demonstrates practical skills relevant to the administration of legal
aid including working to precise accuracy, maintaining quality standards and
meeting deadlines
Indicators:  Legal Aid Agency submissions are fully compliant and submitted within
deadlines, and all work is carried out to the requirements of the Specialist Quality
Mark (SQM)

●

ICT and Digital Competence

●  Competency:  demonstrates proficiency in ICT and digital software and

●

applications including the ability to adapt to new systems
Indicators:  makes effective use of existing ICT and digital applications and takes a
positive approach to new ICT and digital solutions

Organisational & Planning Competence

●  Competency: Organises tasks, prioritises effectively, and maintains accurate

records.
Indicators: Manages administrative duties, plans for efficient resource use

●

Communication & Teamwork Competence

●  Competency: Communicates effectively and works collaboratively as part of a

●

team.
Indicators: Liaises with stakeholders, provides clear information, and supports
colleagues.

Problem Solving & Initiative Competence

●  Competency: Identifies and addresses problems, proposes solutions, and

●

demonstrates self-motivation.
Indicators: Oversees small projects, suggests efficiency improvements, and works
with minimal supervision.

Personal Development & Values Competence

●  Competency: Demonstrates commitment to personal learning, professional

development, and the values of Citizens Advice Sheffield particularly equality,
diversity and inclusion.
Indicators: Develops competence in facilities management, works flexibly, and
supports community empowerment.

●

In addition to the above competencies, the postholder must have the Right to
Work in the UK, and will be subject to a basic DBS check for work with adults.