Business Analyst – must have legal experience

About the Role

Gerard Malouf & Partners is seeking an experienced and proactive Business Analyst to play a pivotal role in the firm’s transformation initiatives. This position is central to ensuring that business needs are accurately captured, translated into effective technical and operational solutions, and successfully embedded across the organisation.

This is a 6-month fix term contract with a major focus of this role will be the firm‑wide replacement of the Affinity practice management system and the implementation of new system alongside a cloud-based content management platform. The Business Analyst will lead requirements gathering, workflow and document management design, testing, training, and hypercare support during rollout.

This is a hands‑on, high‑visibility role working closely with the leadership team, solicitors, administrative staff, and finance personnel to deliver solutions that enhance efficiency, compliance, and client service.

Key Responsibilities

Project Delivery & Requirements Management

• Lead end‑to‑end business analysis activities across key projects.
• Facilitate workshops, interviews, and process reviews to capture business requirements, pain points, and improvement opportunities.
• Translate business needs into clear functional specifications, user stories, and process documentation.
• Work closely with vendors, internal stakeholders, and technical teams to ensure solutions align with business objectives.

Workflow & System Design

• Design and optimise workflows to support legal practice operations, matter management, and compliance.
• Develop document management structures, retention rules, and metadata standards.
• Define reporting requirements and support the creation of dashboards, operational reports, and financial insights.
• Design and building basic workflow using power automate
• Map and refine financial processes including invoicing, disbursements, trust accounting touchpoints, and related workflows.

Testing, Training & Rollout Support

• Develop and execute test plans, test cases, and acceptance criteria to ensure solutions meet requirements.
• Coordinate user acceptance testing (UAT) and manage defect resolution.
• Create training materials and deliver training sessions to solicitors, administrative staff, and finance teams.
• Provide hypercare support during go‑live phases, ensuring smooth adoption and rapid issue resolution.

Stakeholder Engagement

• Build strong relationships across the firm, acting as a trusted advisor and liaison between business users and technical teams.
• Work closely with the leadership team to align project outcomes with strategic goals.
• Collaborate with solicitors, admins, and finance personnel to ensure solutions are practical, efficient, and user‑friendly.

Continuous Improvement

• Analyse existing processes and recommend enhancements to improve efficiency, accuracy, and client service.
• Monitor system performance and user feedback post‑implementation to drive ongoing optimisation.
• Stay informed about legal technology trends and best practices relevant to practice management and document management systems.

Skills & Experience

Essential

• Proven experience as a Business Analyst, ideally within a legal, professional services, or highly regulated environment.
• Strong understanding of practice management systems, workflow automation, and document management principles.
• Experience with system implementation projects, including requirements gathering, testing, training, and change management.
• Excellent analytical, problem‑solving, and documentation skills.
• Strong communication and stakeholder engagement abilities, with confidence working across all levels of an organisation.
• Experience utilising Microsoft data and workflow management tools such as Power Automate.

Desirable

• Knowledge of legal billing, invoicing, disbursements, and financial workflows.
• Familiarity with data migration, system integration, and reporting tools.

Personal Attributes

• Collaborative and approachable, with the ability to build trust quickly.
• Detail‑oriented, structured, and organised.
• Comfortable managing competing priorities in a fast‑paced environment.
• Proactive, solutions‑focused, and committed to delivering high‑quality outcomes.