Deputy Practice Administrator at S.P.A. Ajibade & Co.

Job Summary

• The Firm seeks exceptional talents who are incredibly hard working and who set and pursue audacious goals, when many believe they are unachievable. If you have these qualities, we want to hear from you.
• Working with the Practice Administrator, the Deputy Practice Administrator will be responsible for providing first-rate cost effective administrative and managerial services and support to the partners, associates and other employees of the firm. The functions will include but not limited to managing: human resources, training & development, performance management, development & implementation of processes and procedures to enhance the efficient functioning of the firm’s operations.
• The Deputy Practice Manager will work with the Practice Administrator to define the strategic direction for the human resources function and develop HR strategies aligned to the overall strategic direction of the firm.
• The Deputy Practice Manager will also work with the Practice Administrator to develop and implement corporate policies related to human resources at all level. Regularly consult with employees and supervisors to address human resources and administrative issues; attempting to resolve employee relations issues with a systematic approach.
• This is a very hands-on role and an internal customer-facing role which requires excellent technical, analytical skills, prioritisation, responsiveness, customer service relationship, along with excellent verbal communication skills.

Duties:

 Administration

• Responsible for the firm’s day to day running, administration and systems management.
• Develop processes, procedures and systems for the department in order to deliver the department’s strategy and action plans.
• Have an oversight function over the management of services (facilities management, I.T., records management, litigation support, secretariat, front office, etc.) and processes that support the core business of the Firm.
• Send email correspondences to the Partners to provide information and updates regarding the practice.
• Collect information and details which could help the firm in its day-to- day and firm-wide decision-making.

Human Resources

• Manage overall culture of the firm, initiate programs to ensure alignment of culture to firm’s vision, mission and core values.
• Lead the implementation of best practice Human Resources policies and procedures in the firm.
• Drive manpower planning processes to ensure all human resource requirements are based on business requirements and are justified vis-à-vis revenues and growth estimates.
• Responsible for the recruitment and selection of new hires, training and development, performance management, employee relations, counseling, personnel data systems, benefits administration and other HR functions for the legal, paralegal and support staff.
• Manage the competency framework.
• Lead performance management activities (i.e. performance planning/target setting, performance monitoring and periodic performance appraisals); ensure employee performance results adequately reflect corporate and departmental performance levels.
• Development of training programme for staff addressing areas of need thrown up by the competency framework.
• Identify training and development needs/ opportunities within the firm through job analysis, appraisals and regular consultation with line managers.
• Review and upgrade/update the firm’s staff handbook
• Review and upgrade the firm’s new employee induction programme to include use of pre-recorded audio-visual materials to complement written manuals.
• Development of process manuals in collaboration with the various department heads for the purpose of automating as much of the firm’s routine/repetitive work as possible. 
• Raise proactive issues with supervisors, identify practical solutions to complex and diverse HR issues and recommend appropriate action plans.
• Develop policies, procedures and codes of conduct in the firm.
• Interpret, explain, implement and ensure adherence to the policy and procedures in the firm.
• Design and implement all matters relating to career development and talent management.
• Provide necessary assistance to supervisors to improve performance and effectiveness.
• Create and maintain a Corporate Employee Services Program that is consistent with the strategic vision of the firm.
• Ensure all recognition programs help foster teamwork, performance, recognition, mutual respect and employee satisfaction.
• Ensure the prompt update of information in staff files.
• Ensure the proper management of employee attendance, absenteeism and leave, etc.
• Contribute to the development of terms and conditions of employment/working practices that support the enhancement of performance across the business.

Business Development

• Manage all aspects of business development within the firm.
• Develop, recommend and oversee the firm’s marketing plans.
• Support the firm, practice groups, and individual attorney's business development initiatives and programs.
• Recommend markets and projects to pursue.
• Track and follow-up the firm’s marketing and business development leads.
• Manage the firm’s business communications activities.
• Represent the firm at conferences and any other event.
• Write and manage the firm’s newsletter.
• Update information on the firm’s website for marketing and business development purposes.
• Develop and maintain the firm’s brochure.
• Participate in the strategic planning processes.

Desired Skills & Experience

• A good degree in Arts, Social Sciences, Law etc.
• CIPMN or any HR certification.
• 8 to 10 years related work experience out of which a minimum of 5 years MUST have been in a structured law firm (compulsory).
• Knowledge of legal practice.
• Ability to work with people at all levels.
• Good interpersonal and analytical skills.
• Ability to be discreet and handle sensitive information.
• Ability to explain complex information clearly and simply.
• Excellent organisation, written and verbal communication skills.
• Ability to promote positive behaviour through own actions and attitude.
• Ability to meet deadlines, pay attention to details and maintain accuracy.
• Good IT knowledge with excellent analytical skills.
• Leadership/supervisory.
• Extensive experience in the use of Microsoft Office including PowerPoint and advanced excel.