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Elements and Performance Criteria

1. Initiate preliminary file activities
   • Arrange meeting with designated individual to discuss new file, and to plan and prioritise preliminary work
   • Obtain details of the legal matter from the client according to organisation’s policies and procedures
   • Develop a quote in line with organisation’s fee structure and forward it to instructing legal practitioner for approval
   • Forward quote and instructions for establishing a trust account to client on behalf of instructing legal practitioner
   • Clarify terms of engagement with instructing legal practitioner and client and ensure expectations are agreed upon and documented
   • Prepare initial file documentation
2. Carry out conflict of interest check
   • Organise self or other person to carry out conflict of interest check
   • Record results of conflict of interest check in preliminary file notes, and discuss and resolve areas of potential conflict
3. Open file
   • Locate, access and extract relevant information for initiating files
   • Select and brief support staff to assist on file, in consultation with designated individual
   • Forward confirmation of instructions, details of those working on the file, a summary of work to be performed and associated timelines to client on behalf of instructing legal practitioner
   • Plan work in conjunction with designated individual and allocate resources
4. Contact other persons about the file
   • Undertake liaison with other persons and obtain statements if necessary
   • Undertake liaison with experts where appropriate
   • Update file notes detailing activities, actions and outcomes and record time
5. Undertake legal process according to plan
   • Carry out legal process as planned with designated individual
   • Maintain information flow to designated individual on progress of matter
   • Immediately refer issues or problems outside own range of responsibility to designated individual for resolution
   • Monitor trust account to ensure sufficient monies are present and contact instructing legal practitioner to facilitate the transfer of additional funds if necessary
   • Keep client up-to-date on matter through progress reports and, where necessary, meetings with designated individual
6. Facilitate file administration and closure
   • Organise self or other person to reconcile time records with costing
   • Organise self or other person to undertake final costing
   • Organise self or other person to prepare invoice
   • Arrange meeting with designated individual to review final invoice and relevant documentation in order to facilitate sign-off before forwarding to client
   • Update and complete file notes
   • Ensure final accounting of trust account and resolve outstanding disbursements
   • Close and archive file according to organisation’s policies and procedures