Legal Practice & Paralegal Coordinator

This pivotal role requires a highly organised and proactive individual to ensure the efficient operation of our Family Law practice, manage complex administrative processes, and provide direct paralegal support for our files.

1. Administrative Management & Practice Coordination (45%)

The primary focus is managing file health, scheduling, communication flow, and maintaining office procedures to ensure compliance and efficiency.

• File and System Management:
  • Managing and maintaining open files on ActionStep, ensuring they are consistently up to date and include the latest documents, file notes and communications
  • Ensuring matter calendars and task lists on ActionStep are accurate and current.
  • Supporting ongoing maintenance of ActionStep and supporting systems to ensure they remain fit for purpose by the team.
• Scheduling and Time Management:
  • Proactively manage and maintain CFLS solicitor calendars, assisting with the scheduling and organisation of all appointments, and diligently ensuring that all commitments are met, particularly attendance at all court hearings.
• Workflow and Communication Management:
  • Managing the central team inbox, ensuring correspondence is promptly directed to the relevant file operator.
  • Addressing and recording new client leads, including responding to enquiries, coordinating appointments and CFLS team resources
• Team and Meeting Organisation:
  • Scheduling and organising/disseminating agendas for regular Team Meetings and Marketing Meetings.
  • Ensuring the conversation stays on track during meetings as we address the agenda and report on the progress of matters.
  • Circulating action items from meetings, ensuring that they are addressed by all members of the team and brought up in future meetings
• Office Procedures and Development:
  • Reviewing office procedures, policies, and templates where appropriate to ensure best office management and Family Law practice.
  • Assisting with implementation and compliance by other junior staff members with new practices and procedures.

2. Family Law Paralegal Tasks (40%)

Providing direct, high-level paralegal support to ensure compliance with legal obligations, court requirements, and smooth matter progression.

• Complex Legal Execution:
  • Identifying and actioning outstanding or upcoming legal tasks, including: briefing and corresponding with Counsel, arranging conferences and coordinating barrister payment process.
  • Engaging with other professionals (e.g., psychologists, accountants) by preparing Letters of Instruction, providing necessary documents, arranging reports and affidavits, advising on court attendance requirements, and managing related payments.
  • Ensuring that tasks are identified and actioned for compliance with pre-action procedures, court orders, and obligations pursuant to the Central Practice Direction.
  • Acting on the referral of matters to FDRS, including requesting grants of VLA funding, drafting letters of instruction, and confirming conference arrangements.
  • Attending to requests for drug screening in accordance with Court orders, following up funding requests and reports, and circulating to other parties.
  • Following up on financial disclosure requests, including providing discovery tools/templates, following up with parties, and circulating documents.
• Correspondence and Client Management:
  • Corresponding with opposing lawyers and other practitioners (e.g., psychologists) on matters of procedural nature (including organisation of mediations, disclosure process etc).
  • Corresponding with clients to assist the management of their file.
• Court Document Preparation and Filing:
  • Compilation of Affidavits and Annexures in preparation for digital execution.
  • Organising digital execution of other documents including parenting plans and financial agreements.
  • Filing various legal documents on the FCFCOA Portal.
  • Drafting basic legal documents (e.g., subpoenas, basic affidavits, correspondence, and case outlines/proposed orders as delegated).

3. Staff Oversight & Mentorship (10%)

• Task Delegation and Supervision:
  • Managing the delegation of lower-level paralegal and admin tasks to other staff members and students as appropriate.
  • Supervision and mentoring of other paralegal and admin staff, and students on placement to ensure task lists are completed and deadlines are met.
  • Ensuring that other members of the team understand and are compliant with work practices and procedures.

4. Marketing & Business Development (5%)

• Marketing Strategy Support:
  • Participating in marketing efforts and strategies, including organising team marketing meetings.
  • Facilitating communication between the marketing team and the principal lawyer.
  • Participating in the determination of marketing strategy.
  • Revising and proofreading marketing publications before they are published.
• Relationship Management:
  • Fostering and nurturing strategic relationships with barristers, clerks, accountants, other professionals, and referral partners.
  • Generating and maintaining relationships with clients and obtaining client feedback.