Legal Systems Manager

The Firm

Payne Hicks Beach is a 45 partner firm of solicitors based in offices at 10 New Square, Lincoln’s Inn.  In total the firm comprises approximately 218 staff.  The firm provides specialist legal services to private and commercial clients.  We are best known for our family and private client work and are widely regarded as one of the very best of the small number of firms in the UK who provide these specialist services at the highest level.  We also have an excellent reputation in many other areas of law (rated in both Chambers and Legal 500).

Our offices are located in one of the finest squares in London, a building which the firm has occupied since 1770.

More information about the departments and the work of the firm may be found on our website, the address of which is www.phb.co.uk

The Team

The Employment Law Department currently consists of 3 Partners, 1 Legal Director, 4 Associates, 1 Legal Assistant and 1 Trainee Solicitor, as well as other support staff.

The Role

We are seeking an experienced Legal Systems Manager to join our team.  This role will play a vital part in the replacement, implementation, and ongoing optimisation of our Practice Management System (PMS) but will also support future system implementations, including HR, CRM, and expense management platforms. The successful candidate will ensure the smooth migration of data, integration with other systems, and ongoing configuration of the PMS, and other critical business systems, to meet the firm’s needs.

This role is based within the Finance team initially, reflecting the critical importance of the PMS project to the firm’s financial operations. The role is business-focused, supporting system improvement and alignment with the firm’s goals rather than managing IT infrastructure.

This role will also involve identifying potential bolt-on products to further automate time recording and spend management (e.g., OCR solutions). The firm’s future technology roadmap is cloud-based, leveraging modern middleware (MMW) and best-in-breed solutions, including iManage. The successful candidate will have the opportunity to contribute to the selection and integration of HR and CRM systems, ensuring they integrate seamlessly with the PMS, providing a broader role beyond finance.

This is a business-focused role, not an IT role, which will involve close collaboration with technical teams, project managers, and trainers but will be reporting to the CFO.

Key Responsibilities

PMS Replacement Project:

• Play a critical role in the PMS replacement project, supporting system design, configuration, data migration, testing, and deployment.
• Collaborate with the implementation partner and internal project manager to ensure project milestones are met.
• Ensure additional reporting data requirements are captured during the project via key stakeholders and implemented via PowerBI.
• Partner with IT, to ensure the system meets technical, security, and integration requirements.

Data Migration:

• Take ownership of the data migration process, working closely with the implementation partner to map, extract, transform, and validate data.
• Ensure data integrity and accuracy throughout the migration process.

System Configuration and Optimisation:

• Post-implementation, manage the configuration of the PMS to support evolving business needs and maximise system usability.
• Implement configuration changes (not customisations) to improve system functionality.

Integration Management:

• In partnership with IT, manage integration activities between the PMS and other tools (e.g., document management systems, time recording tools, financial systems) using APIs or SaaS-based connectors.

Future System Implementations:

• Contribute to the implementation of other SaaS-based systems, such as HR, CRM, and expense management platforms, ensuring alignment with business processes.
• Support the selection, deployment, and integration of these systems into the firm’s ecosystem.

Collaboration with IT, Training, and PM Teams:

• Work closely with technical teams, including IT, to align technical requirements, system security, and operational support.
• Collaborate with the IT Trainer and Project Manager to ensure successful system rollouts, including developing and implementing user training plans and adoption strategies.
• Serve as a bridge between technical teams and business stakeholders, ensuring effective communication and collaboration.

Documentation and Training:

• Maintain comprehensive documentation of system processes, configurations, and integrations.
• Assist the IT Trainer in creating and delivering training materials for end-users to ensure smooth adoption of the system.

Stakeholder Collaboration:

• Collaborate with internal teams, including finance, legal operations, IT, and external vendors, to ensure alignment between business needs and system capabilities.
• Support the Project Manager in delivering projects while contributing to effective communication and coordination.

Key Skills and Qualifications

Essential Technical Skills:

• Proven experience with Legal Practice Management Systems (PMS) and financial systems, including system configuration and data migration.
• Experience with legal-specific tools like document management systems (e.g., iManage, NetDocuments), e-billing platforms, or case management systems.
• Familiarity with timekeeping solutions such as Intapp Time or similar tools.
• Knowledge of SaaS-based systems in a Legal firm, such as HR, CRM, and expense management platforms.
• Proficiency in API integrations and experience with RESTful APIs.
• Hands-on experience with tools such as SQL, ETL processes, and data transformation.
• Skills with tools like Microsoft Power BI and Power Automate for automating processes.
• Experience with Excel’s advanced features (pivot tables, Power Query).
• Skills in creating test cases, conducting system testing, and UAT (User Acceptance Testing).
• Experience with automation testing tools is a plus.

Required Experience:

• Proven track record in legal system implementation or replacement projects.
• Experience in financial workflows, billing processes, and reporting, ideally within a legal or professional services environment.
• Exposure to managing multiple SaaS implementations and ensuring seamless integration with existing systems.

Soft Skills:

• Strong ability to collaborate effectively with technical teams, bridging the gap between business needs and technical solutions.
• Excellent interpersonal and communication skills to foster productive relationships with IT, external vendors, and internal stakeholders.
• Proven problem-solving skills with the ability to work across cross-functional teams to deliver results.
• Clear and concise communication, with the ability to explain technical details to non-technical audiences.
• Ability to manage priorities and tasks independently.