Working in the Legal Environment
Outcome 1 - explain the different organisation structures that exist within different businesses including legal offices
Practical skills
The candidate will be able to:
- describe the different types of organisational structure that exist ie flat or bureaucratic
- research the structure of a legal office including span of control and functional structure.
Underpinning knowledge
The candidate will be able to:
- describe the basic differences between the different organisation types eg:
- specialisation of roles
- authority levels
- span of control
- explain the structure of a legal office consisting of two or more departments and the inter-relationships involved.
Outcome 2 - identify the different branches of the legal profession and explain the roles of key personnel within a legal office
Practical skills
The candidate will be able to:
- identify and research the different branches of the legal profession ie:
- judiciary
- barristers
- solicitors
- legal executives
- produce an organisational chart to show the individual roles of different personnel including paralegals and support staff
- describe the main aspects of work carried out by the different levels of staff within a legal office ie:
- solicitors
- legal executives
- paralegals
- legal secretaries
- office services support staff eg reception, post room, reprographics, filing.
Underpinning knowledge
The candidate will be able to:
- identify and describe the different departments found in a legal office and the general type of work typically undertaken within these eg: conveyancing, probate, criminal litigation, civil litigation, commercial, corporate, family
- identify the main roles and responsibilities of individuals at departmental level within a legal office
- explain the different qualification routes to become a barrister, solicitor or legal executive.
Outcome 3 - explain the role and responsibilities of the legal secretary
Practical skills
The candidate will be able to:
- produce documentation including drafts of routine business correspondence eg letters, memos, legal documents, reports
- use appropriate styles and layouts for business correspondence
- describe how general office equipment is maintained in the legal environment eg photocopier, fax machine, telephone equipment, audio/digital equipment, IT equipment including printers and scanners
- identify different types of media storage devices eg floppy disks, hard drive, CD-Rom, memory stick
- describe the features and facilities of a modern photocopier and how they can be used eg enlarge, reduce, double sided, stapling, collating etc
- identify ways of minimising office waste eg photocopying double–sided, ensuring originals are clean etc
- describe different filing methods, manual eg lateral and vertical, and electronic eg directories, sub-directories, folders
- select and use appropriate filing classification systems ie alphabetical, numerical, chronological, alpha-numerical, geographical
- identify ways of cross-referencing files
- describe procedures for receiving, sorting and distributing incoming mail
- describe procedures for outgoing mail
- identify and select different postal methods ie DX system, standard postal services, special delivery, couriers
- perform simple calculations
- identify and use different methods of communication as appropriate eg telephone, letters, memos, reports, fax, e-mail
- identify policies and procedures for effective communication eg house-style guidance, data protection and confidentiality policies, rules and regulations for making and receiving telephone calls, sending and receiving e-mails
- describe appropriate techniques that can be used to communicate effectively within the office:
- verbal: pre-preparation; employing active listening skills; tone of voice; confirming understanding of key points; recording full details of messages
- non-verbal: use of clear, simple language; style and tone; accuracy of information; following house-style guidance; use of business conventions eg complimentary close; significance of body language; dress codes.
Underpinning knowledge
The candidate will be able to:
- identify different internal and external information systems, eg intranet, organisational polices and procedures, staff handbooks, databases, telephone directories, DX directory, internet
- describe the advantages and disadvantages of using manual and electronic information systems
- describe the general principles of case management software
- explain the importance of maintaining confidentiality and security of information
- describe the basic requirements of copyright legislation in relation to the copying of documents
- describe procedures for maintaining paper-based and electronic information systems including storage and retrieval ie file retention policy, archiving
- compare the advantages and disadvantages of different postal methods
- explain the advantages and disadvantages of using different communication systems eg telephone, fax, e-mail
- describe the advantages and disadvantages of different communication methods eg formal, informal, one-way, two-way, including benefits to staff and to organisation
- describe the different channels of internal communication and explain the purpose of each eg meetings, staff notices, one to ones
- identify and explain the barriers to effective communication (verbal and non-verbal) and state how they can be overcome.
Outcome 4 - identify and describe the relevant legislation, policies and procedures that apply to the business environment
Practical skills
The candidate will be able to:
- identify current legislation in terms of health, safety and welfare of employees and visitors
- describe the role of the first-aider and/or appointed person in the organisation
- identify potential hazards and risks in a given work area
- identify current legislation in terms of data protection and apply to organisational policies and procedures.
Underpinning knowledge
The candidate will be able to:
- explain how a healthy and safe working environment affects personal rights and responsibilities including the use of display screen equipment
- explain how a healthy and safe working environment affects the organisation
- describe the importance of maintaining safety, security and confidentiality when dealing with customer and organisation information
- identify the main points included in a written contract of employment and its importance
- describe the importance of an organisation’s rules and regulations (staff handbook) eg grievance procedures, disciplinary procedures
- identify external sources of information on current legislation eg internet, trade unions, trade journals, professional bodies, library.
Outcome 5 - plan and prioritise own workload and describe the benefits of effective team working
Practical skills
The candidate will be able to:
- identify techniques to manage own workload eg diaries, timesheets, planners, to do lists, schedules
- organise and prioritise given tasks
- identify and describe circumstances in which deadlines cannot be met
- describe the importance of creating and maintaining effective working relationships with others
- describe key considerations for effective communication within a team:
- the scope of communication
- types of channel
- methods (speech, written, signs, action, silence, non-verbal, general behaviour and attitudes).
Underpinning knowledge
The candidate will be able to:
- state the importance of gaining full information in order to complete work
- explain how to prioritise and the importance of deadlines
- explain how to maintain a manageable workload in order to maximise the use of own time eg prioritisation, team working, identifying aids to managing workload
- describe the importance of effective communication when working with others.
Outcome 6 - describe the importance of establishing and maintaining effective customer relationships
Practical skills
The candidate will be able to:
- describe the role of the individual in establishing effective customer/client relationships including limits of authority
- illustrate ways of creating a positive and professional image
- describe procedures for dealing with client complaints.
Underpinning knowledge
The candidate will be able to:
- identify different types of internal and external customers
- explain the importance of establishing and maintaining effective customer/client relationships eg:
- customer focused business
- organisational benefits
- increased customer satisfaction
- improving image and reputation of organisation
- reduction in complaints
- individual satisfaction (greater enjoyment, greater job security, better promotion prospects)
- explain how an individual can contribute to meeting customer expectations eg:
- interacting effectively with customers and clients
- using appropriate verbal and non-verbal communication skills
- using questioning and listening skills
- identifying potential communication problems and solutions
- describe the ways in which an organisation can create and maintain effective customer/client relationships eg:
- mission statements/customer charters
- style of written and verbal communications
- customer satisfaction surveys (feedback)
- quality management systems eg Investors in People, Lexcel, ISO.
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