Location - Leeds Hybrid working THE FIRM Capsticks is a leading provider of legal services to the health, social care, housing and emergency services sectors, as well as in the field of professional regulation. The firm has a turnover of c£60m and around 600 staff - including 450 fee earners - across five offices nationally. We act for a wide range of long standing clients in both the public and private sector, including all forms of NHS organisations, governmental and regulatory bodies, registered providers, insurers, police, fire and rescue services, independent health and social care providers, charities and GP practices. In 2024 Capsticks achieved a two star accreditation from Best Companies Capsticks is an “outstanding place to work” – Best Companies to work for 2022, the specialists whose recognition programme is the standard for workplace engagement. The Best Companies accreditation is really important to Capsticks as it focuses on the trust and value we place in our people, their wellbeing and their careers. Capsticks is independently rated as an “outstanding company to work for”. The Division The Capsticks’ Advisory team is a growing team which provides advice on a range of urgent, novel and strategic matters to clients in the NHS, private healthcare, medical technology, emergency services, police, education, housing, charity, and social care sectors. We are also instructed by regulatory bodies, such as the Solicitors Regulation Authority, Bar Standards Board and Social Work England. We handle in excess of 400 inquest cases a year and advise on high profile matters such as public inquiries, urgent medical treatment cases and major public spending decisions. Our team is dedicated to working for clients in these sectors and we have expertise in delivering results that matter for our clients and the people who use the services provided by them. THE ROLE Supporting Fee-earners - Work with Head of Division (HoD) on implementing and then running improved case allocation systems and fee-earner workloads processes; - Supporting HoD with management of HoD divisional comms and meetings, WIP and debt, cascading and following up with fee earners as appropriate. Liaising with finance as needed to ensure smooth billing and debt management and resolving any client /billing queries; - Provide support on Advisory projects: process improvements, client reporting, hybrid working and inter-office collaboration; - Supporting fee earners with administrative requirements, including responding to telephone and email queries, diary management, organising and supporting meetings, and travel arrangements; - Managing fee earner inboxes during absence (or as requested), including monitoring emails, prioritising correspondence to enable fee earners to focus on urgent matters, and routing emails to the most appropriate person to respond; - Supporting fee earners in business development and client relationship management activities, including arranging and coordinating meetings and events (online and in person), research, and the collation and preparation of materials. - Ensuring requirements for opening (including conflict checking and other internal processes) and closing client files/matters are fulfilled in a timely manner; - Developing a thorough understanding of all work streams and the PA / administrative standard operating procedures associated with each; - Proficient in the Firm’s IT systems, including Excel, Powerpoint, Word and Teams to support fee earners as and when required; - Attending client meetings as and when required. Team Management - Delivering effective PA and administrative services to all fee earners in the Division; Managing PA and Legal Administrator capacity and utilization, including delegating and supervising the completion of work, utilization reporting, facilitating handovers between team members, and providing hands on support and assistance when required; - Coordinating annual leave across the PA and Admin team to ensure the Division has sufficient cover, and communicating this to the team. - Managing PA and Legal Administrators, including all first-line HR responsibilities, such as recruitment, on-boarding and induction, absence management, performance reviews, training needs, and employee relations; - Coaching and developing PAs and Legal Administrators to maximize confidence, capability and ensure consistency of approach; - Working with fee earners and the HoD to improve the quality and efficiency of PA and administrative services. This includes developing best practice, introducing KPIs and performance metrics, monitoring and reporting on quality standards, and improving stakeholder management. As part of this: seeking and recording periodic feedback from fee earners at different levels; (ii) identifying the presenting themes and the output(s) required; (iii) implementing change to address these needs/ outputs; and (iv) reporting back to the Division on changes made; - Using initiative to progress and resolve operational issues and to identify continual opportunities for improvement; - Attendance at Leeds office at least two days a week and regular attendance at other Capsticks offices as required to support the PA and Admin team. Capsticks is an inclusive employer At Capsticks we value diversity and we are committed to creating an inclusive and supportive working environment where everyone is able to be themselves and reach their full potential. Capsticks is committed to providing equal opportunities for all and therefore we welcome the unique contributions that you can bring in terms of your education, background, culture, ethnicity, race, nationality, sex, sexual orientation, gender identity, age, disability, neurodiversity, religion and beliefs. We will make reasonable adjustments to our application and interview process to ensure that you have the best chance of success. We understand that there's not a "one size fits all" approach to adjustments so our team will work with you individually to understand more about your requirements.