Pillion Operations Support

2 weeks ago

Brisbane, Queensland, Australia HBA Legal Full time

Reporting To:
[Partner / Legal Operations Manager]

Role Location:
Brisbane

Role Statement

The [Operations Support / Projects Clerk] role will be a pivotal executor and contributor of key

operational projects, initiatives and support to the legal and administrative teams and wider business.

Key Responsibilities

  • Provides a high level of professional administrative support to the Pillion & HBA Legal teams to
ensure excellence in customer experience and service delivery across the organisation as
required, including execution of key projects.

  • Assist in the regular review, updating and where necessary drafting of administrative and
paralegal policies and procedures. Assists with developing and maintaining of Pillion Team
knowledge database and central repositories and training new staff on procedures and
processes.

  • Play a pivotal role in the establishment and advancement of the Settlements Team, providing
high level of support to the legal teams with regards to settlement related tasks and procedures.

  • Prioritise conflicting needs, handle matters expeditiously, proactively, and followthrough on
projects to successful completion, often with deadline pressures.

  • Develop and maintain strong stakeholder relationships across the business to promote utilisation
of appropriate resources, driving continuous improvement, and ensuring fair distribution of work
within the team. Providing feedback to Head of Pillion, Legal Operations Manager, Technical
Manager and/or other stakeholders as required.

  • Provide support for a broad variety of administrative, paralegal tasks and legal matter work
including, but not limited to file management, database management, legal research, LexisNexis
and ASIC searches, reviewing medical and liability evidence, case summaries, attending court
to file/collect documents, preparing and collating pleadings, briefs to counsel and medical experts
as required.

  • Preparing, drafting and amending relevant correspondence and legal documents, including but
not limited to matter specific forms, client reports, operational reports and schedules, legal
documents, pleadings, court forms and supporting documentation for presentations, seminars
and conferences.

  • Corresponding and liaising directly with internal and external stakeholders, clients, Counsel,
medical staff, expert witnesses and Court staff, in relation to various tasks and activities, including
but not limited to organising travel and independent medical appointments, various matter related
tasks, billing queries and third-party invoicing.

Key Capabilities

  • To be successful in this role, you must be able to:
  • Develop an effective network of professional relationships across the firm; understand and
manage both internal and external stakeholders effectively.

  • Demonstrate a high degree of initiative, proactivity, and problemsolving skills, with a willingness
to take ownership for the completion of tasks/projects and deliver innovative solutions to improve
systems and work practices.

  • Anticipate the implications and consequences of situations and take appropriate action to be
prepared for possible contingencies.

  • Contribute well to the team and work collaboratively and effectively across the organisation.
  • Demonstrate effective time management and work organisation; engage in conversations with
colleagues to challenge priorities and agree a way forward effectively.

  • Be a positive role model of the firm's values.
Selection Criteria

Essential:

  • Completed or currently enrolled and studying a Bachelor of Laws degree or equivalent
  • Experience in working with senior professionals and in balancing competing priorities in a time
sensitive environment.

  • Strong influencing skills, with the ability to respectfully manage upwards with stakeholders.
  • Excellent oral and written communication skills.
  • Excellent interpersonal skills.
  • Ability to work autonomously and part of a team.
  • Excellent organisational and time management skills, together with a high level of attention to
detail and research skills.

  • Advanced level skills in MS Word, Outlook, PowerPoint and Excel, Adobe Acrobat, Nitro Pro.
  • Desirable:
  • Previous experience in similar role in a law firm, professional services or corporate environment.
  • Previous experience in roles requiring a high degree of confidentiality and professional discretion.

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