Part-time position ~ 3 days per week (must be available Wednesdays)

About Safe Space Legal – Culture and Values

Safe Space Legal is a boutique law firm practicing exclusively in child safety and safeguarding. Our mission is to support organisations to safeguard the safety and wellbeing of children and vulnerable people by providing expert legal advice and safeguarding services.

Our values guide and shape the culture that brings out the best in all employees at Safe Space Legal, in turn allowing us to deliver the best outcomes for our clients. Safe Space Legal’s values are:

• Integrity
• Reliability
• Empowerment
• Safety
• Expertise
• Professionalism

Position Purpose

The primary focus of the Administrative Assistant is to provide professional, friendly and efficient service and administrative support to internal and external stakeholders.

To deliver this, the key areas of focus for this position include:

• Ensuring quality work is produced with an emphasis on a high standard of client service.
• Developing and maintaining professional relationships with clients, potential clients, and the Safe Space Legal team.
• Representing Safe Space Legal to the highest standard in each interaction to maintain and improve Safe Space Legal’s brand and image.

Key Relationships

• Clients
• Lawyers
• Principal Lawyer
• Practice Manager
• Referrers

Technical Competencies

• Promptly, professionally and courteously answer and direct phone calls to the relevant team members or ensure detailed messages are taken.
• Answer basic client queries, within the scope of the role, and escalate any issues or complex queries to the Practice Manager or relevant lawyer for resolution.
• Receive enquiries and book initial appointments with potential clients.
• Open client files in Smokeball with high accuracy and attention to detail.
• Accurately and efficiently receipt payments into Smokeball.
• Prepare and issue Costs Disclosures and Proposals with direction from lawyers and/or the Practice Manager.
• Prepare and issue Price Agreements via DocuSign with direction from the Practice Manager.
• Close and archive client files in Smokeball in accordance with policies and processes.
• Conduct weekly debtor follow-ups via email and phone call.
• Draft and post social media content and updates with direction from the Practice Manager and/or Principal Lawyer.
• Draft and post website updates with direction from the Practice Manager and/or Principal Lawyer including posting articles.
• Draft and send updates to email subscriber lists via MailChimp.
• Draft basic marketing materials with direction from the Practice Manager and/or Principal Lawyer.
• Collate data and generate reports as requested by the Practice Manager and/or Principal Lawyer.
• Provide general administrative support to the Practice Manager, Principal Lawyer and other staff as requested.
• Proficiency in Microsoft Office Suite (including Word, Excel, Outlook and Teams), Smokeball, Mailchimp, Canva and Wordpress.
• Contribute to planning relevant to the Administrative Assistant’s work, including implementation of Safe Space Legal’s strategic plan and progress towards Safe Space Legal’s goals.
• Keep accurate and complete records of work activities in accordance with legislative requirements, information security and privacy policies.
• Take reasonable care for your own health and safety and the health and safety of others in the workplace by adhering to legislative requirements and Safe Space Legal’s policies and procedures.
• Any other reasonable tasks and responsibilities as requested by the Practice Manager, Principal Lawyer or other supervisor.

Non-Technical Competencies

• Develop and maintain professional and respectful relationships with clients, colleagues, and other key stakeholders.
• Work collaboratively with other staff members to ensure a cohesive, positive, and collaborative environment.
• Strong written and verbal communication skills.
• Ability to receive constructive feedback to improve technical skills and competencies.
• Effective time management and autonomy in managing workflow.
• Adaptability and growth mindset.
• Ability to identify and address problems with strategic thinking.
• Strong work ethic and high level of self-discipline and professionalism.
• Emotional intelligence, including self-awareness and empathy.

Education and Experience

• Minimum 3 years of experience in administration (preferred).
• Minimum 1 year of experience in the legal industry (preferred).
• Proven ability to consistently achieve set goals or targets.
• Ability to take direction from senior staff and provide effective support.
• Demonstrated learning and growth mindset with a commitment to develop and master the skills necessary to be a successful member of the Safe Space Legal team.