Head of Administration

Duncan Lewis Solicitors (Ltd)

Regulated by the Solicitor's Regulation Authority, Duncan Lewis Solicitors was founded in 1998 and is headquartered in the City of London (Fenchurch Street EC3M), with offices nationwide. We are recognised by the Legal 500 and Chambers & Partners UK independent legal directories as a top-tier law firm in all of our key practice areas, described as "a diligent and professional team that is prepared to go the extra mile for its clients". A paperless law firm with over 500 personnel that embraces hybrid working, we service both corporate entities and private individuals in over 25 areas of law across 60 languages. We give people a voice. That is our ethos.

Recognised among The Times 200 Best Law Firms, we have been awarded Law Firm of the Year at the 2024 LexisNexis Awards and the 2023 Modern Law Awards, reflecting our dedication to legal expertise and client service. We hold Investors in People Gold Standard accreditation for over 15 years, showcasing our commitment to professional development. Duncan Lewis is also Law Society Lexcel, Cyber Essentials Plus, and ISO 27001 certified, ensuring excellence in practice management and data security.

We are committed to recruiting dedicated and talented professionals and welcome applications from exceptional candidates. At Duncan Lewis, we value training and diversity, and we take pride in our inclusive workforce.

Purpose:

The Head of Administration will be responsible for leading and managing the Firm's Administration Function, ensuring the efficient delivery of high-quality administrative services across the organisation. The role will provide strategic and operational leadership to the Administration Team, supporting business growth, operational excellence, and the delivery of exceptional internal and client-focused service standards.

Working closely with the Management Board and Senior Leadership Team, the successful candidate will oversee administrative operations, implement best practice procedures, drive continuous improvement initiatives, and ensure that all administrative activities are delivered effectively, efficiently, and in compliance with Firm policies and regulatory requirements.

This role is a full-time office-based position located at our City Office (Fenchurch Street).

Main Responsibilities of the Role

• Lead and manage the Firm's Administration Department, ensuring the delivery of efficient and high-quality administrative services across all office locations.
• Manage, mentor, and develop administrative staff, fostering a positive, collaborative, and high-performing culture.
• Oversee the day-to-day administration function, ensuring operational effectiveness, service excellence, and compliance with Firm policies and procedures.
• Develop, implement, and continuously improve administrative policies, processes, and best practice standards to support the Firm's strategic objectives.
• Monitor departmental performance through KPIs, management reporting, and service standards, identifying opportunities for improvement and operational efficiencies.
• Oversee document management, records retention, archiving processes, and compliance with the Firm's Paperless Policy and Procedures.
• Manage office facilities, resources, suppliers, and procurement activities, ensuring cost-effective and efficient operations.
• Work collaboratively with the Management Board, Directors, Practice Managers, and Department Heads to support business objectives and Firm-wide initiatives.
• Lead and coordinate administrative support for meetings, training programmes, induction events, and other business-critical projects.
• Manage departmental budgets and resources, ensuring effective financial control and planning.
• Ensure compliance with GDPR, confidentiality obligations, health and safety requirements, and internal governance standards.
• Produce management information and reports, providing recommendations to support operational decision-making and continuous improvement.
• Support business continuity planning, change management initiatives, and organisational growth across the Firm.
• Provide leadership and support on strategic initiatives, and undertake additional responsibilities, projects, and assignments as reasonably required by the Management Board or Senior Leadership Team in support of the Firm's operational and strategic objectives.

Key Skills Required:

• Significant experience in a senior administration, operations, office management, or business support leadership role.
• Proven experience managing and developing teams within a professional services environment.
• Strong leadership and people management skills, with the ability to motivate, coach, and influence stakeholders at all levels.
• Demonstrable experience driving operational improvements, process optimisation, and service excellence initiatives.
• Excellent organisational, planning, and project management skills, with the ability to manage multiple priorities effectively.
• Strong analytical, problem-solving, and decision-making abilities.
• Excellent written and verbal communication skills and the ability to build effective working relationships across the business.
• Experience managing departmental budgets, resources, and supplier relationships.
• Strong understanding of compliance, data protection, records management, and governance requirements.
• High levels of professionalism, integrity, and discretion when handling confidential and sensitive information.
• Excellent IT skills, including proficiency in Microsoft Office applications and business management systems.
• A proactive, solution-focused approach with a commitment to continuous improvement and operational excellence.
• Ability to operate both strategically and operationally within a fast-paced environment.
• Previous experience within a law firm or regulated professional services environment would be advantageous.

The recruitment process will fully comply with GDPR and other applicable laws. Background checks including CRB / DBS checks will establish your eligibility to work in the UK and suitability to the role.

Equal Opportunities:

Duncan Lewis is committed to Equal Opportunities and embraces diversity of its staff. The Company strives to ensure that our staff reflects the diversity of the communities we serve, which is reflective at all levels within our workforce

We guarantee an interview for candidates that disclose a disability and meet the essential requirements for the post. Please provide additional details in your covering letter if this applies.

APPLICATIONS SUBMITTED BY AGENCIES WILL NOT BE ACCEPTED FOR THE ABOVE VACANCY