Legal Administration Assistant

GForce Recruitment; Geelong; On-site; AUD 63,000 - 79,000; Part time

Job summary

GForce Recruitment is seeking a motivated Legal Administration Assistant to support three Principal Directors and a team of lawyers across three offices. You’ll oversee legal administration, finance support and practice systems to keep operations smooth, with Melbourne, Geelong or Warrnambool as base locations.

You will manage databases, workflows, invoicing and grant processes, while ensuring confidentiality and high standards of professionalism. A rewarding role in a busy legal environment.

Qualifications

• Previous legal administration experience preferred.
• Experience in a professional services environment such as a Court Registrar.
• Excellent written communication and document formatting skills.
• Strong organisational skills with exceptional attention to detail.
• Proactive, solutions-focused approach.
• Discretion and professionalism with confidential information.
• Confident using technology and learning new systems quickly.

Responsibilities

• Maintain and improve databases and templates.
• Develop workflows for administration, billing and matter management.
• Create standard operating procedures and checklists.
• Keep workspace organised, consistent and scalable.
• Manage calls and emails, ensuring follow-up actions.
• Prepare, format and proofread legal documents.
• Manage document scanning, filing and version control.
• Coordinate administrative workflows to progress matters efficiently.
• Prepare and lodge grant applications via Victoria Legal Aid (VLA) / ATLAS.
• Monitor grant progress and amendments.
• Support accounts payable and receivable processes.
• Assist with invoicing workflows and reconciliation.
• Oversee the firm's Notion practice management system.

Skills

Legal admin experience

Professional services

Written communication

Organisational skills

Proactive problem-solving

Discretion and professionalism

Tech savvy

Education

Certificate IV in Legal Services

Diploma in Business Administration

Diploma in Practice Management

Tools

Notion

ATLAS

Notion or similar workflow tool

Job description

Salary: $63,000 - $79,000 + Super (depending on experience)
Schedule: Part-Time or Full-Time 3-5 Days per Week Monday - Friday 9-5

gforce is an employment and recruitment leader, employing over 500 people weekly, including apprentices, trainees, school-based trainees and labour hire staff. We offer apprenticeship, recruitment and inclusive employment services.

We have an excellent opportunity for a motivated and experienced Legal Administration Assistant to join our client taking ownership of the firm's day-to-day administrative operations. This is a pivotal role supporting three Principal Directors and a team of lawyers that deliver legal support in Children's Law & Child Protection, Criminal Defence, Family Violence and Intervention orders.

About the role

This is much more than a reception or general administration position. You'll oversee legal administration, finance support and practice systems while ensuring the firm's operations run smoothly across all three offices. The successful candidate can be based in Melbourne, Geelong or Warrnambool.

Responsibilities include but are not limited to:

• Maintaining and improving databases and templates
• Developing practical workflows for administration, billing and matter management
• Creating standard operating procedures and checklists
• Keeping the workspace organised, consistent and scalable
• Manage incoming calls and emails, ensuring enquiries and follow-up actions are completed
• Prepare, format and proofread legal documents
• Manage document scanning, filing, templates and version control
• Maintain organised digital files and document naming conventions
• Coordinate administrative workflows to ensure matters progress efficiently
• Prepare and lodge grant applications via Victoria Legal Aid (VLA) / ATLAS
• Monitor grant progress, amendments and extensions
• Maintain accurate supporting documentation and records
• Support accounts payable and receivable processes
• Assist with invoicing workflows and reconciliation support
• Take ownership of the firm's Notion practice management system
• Maintain accurate financial records

About you

• Previous legal administration experience (desired)
• Experience within a professional services environment such as a Court Registrar
• Excellent written communication and document formatting skills
• Strong organisational skills with exceptional attention to detail
• A proactive, solutions-focused approach
• High levels of discretion and professionalism when handling confidential information
• Confidenience in supporting clients involved in criminal defence, child protection, family violence and intervention order matters, with the ability to communicate sensitively, professionally and without judgement
• Confidence using technology and learning new systems quickly

Highly Regarded

• Experience using Victoria Legal Aid ATLAS
• Accounts payable, accounts receivable or legal billing experience
• Experience with Notion or similar workflow management software

Qualifications and experience

Formal qualifications are not essential; however, the following would be highly regarded:

• Certificate IV or Diploma in Legal Services, Business Administration or Practice Management

For a detailed position description or for more information, email *********@gforce.org.au

About gforce

gforce is a For-Purpose Community Organisation that makes a difference in the lives of people and communities.

We are a full-service employment and recruitment organisation that seeks to assist all job seekers, participants and employers.

Our team is passionate and skilled, and focus on an excellent customer experience.

We have served some communities for over 40 years and for others we are building new relationships. We believe in being genuinely part of communities we serve and embracing a community-driven approach.