Knowledge Management Administrator

As part of the Knowledge Management team in Australia, the Knowledge Management Administrator will work with and support the Australian Knowledge Manager to develop, manage and maintain knowledge systems and related content for the Australian firm.TeamKennedys has operated in Australia since 2006. Insurance matters and commercial disputes are our core business and we are recognised as leading advisers in all jurisdictions.The firm's global Knowledge Management team delivers across three service areas: precedents and knowledge services, technical legal training, and information services. The KM team in Australia was established in 2022 to manage local KM systems, supporting all four offices with an initial focus on precedents and legal training.Key responsibilitiesPrecedents and knowledge services

• Preparing and formatting the precedent documents drafted by the Knowledge Manager and legal teams, in line with the Australian firm's precedent protocols and the Kennedy's firm style
• Applying automation fields to precedents and developing expertise in document automation and workflow systems as required
• Loading precedents into the precedents database, applying relevant metadata and security settings and updating KM precedent management records (in line with Knowledge Manager instructions)
• Assist with monitoring and actioning updates to court form precedents
• Uploading materials to Knowledge Bank including understanding and assisting with anonymisation of documents when required
• Assisting staff in locating and using knowledge materials, including trouble-shooting problems with document formatting

Legal training / CPD

• Arranging and facilitating internal CPD sessions that have been organised by the Knowledge Manager, including diary management, room bookings and ensuring room set-up and catering as required
• Managing the attendance records for internal CPD and ensuring that they are filed and retained for audit purposes
• Assisting with issuing post-session confirmation emails and fielding questions about the CPD recording process
• Managing the CPD records workspace, loading templates and setting security. Assisting with reporting on the records in the CPD records workspace
• Editing/trimming CPD recordings and loading to KITE
• Loading CPD records to the WA Board portal for WA lawyers attending internal CPD

Information services

• Assisting with management of subscription licences including invoice support - process invoices and help query issues or anomalies with vendors
• Online access to resources - setting up new joiners, removing departed staff, first port of call for access/log-in issues, assist with communication of practical changes such as down-time or changes to log-in methods
• Check print materials are received, labelled and placed in the correct position or circulated as needed
• Manage loose-leaf filing via receptionists in each office

KM administration and operations

• Assisting with KM administration and record-keeping including precedent statistics and metadata, usage reports, resource registers and general records
• Assisting with content authoring of KM-managed intranet pages
• Helping to develop and maintain manuals related to KM team processes
• General administrative tasks to ensure the smooth operation of the KM team

Required experience

• 3 years+ experience in a similar role or as a senior legal secretary
• Experience supporting lawyers in the development of legal documents and an understanding of the way in which lawyers use precedents
• Understanding and appreciation of law firm culture
• Advanced skills in Microsoft Office (in particular MS Word formatting)
• Experience in document automation (and Word Content Controls) or a willingness and aptitude to develop expertise in these areas
• Ability to manage administration of internal meetings and events including calendar invitations, Teams settings, and booking of rooms and catering
• Strong attention to detail
• Strong verbal and written communication skills

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.