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Secretarial Co-ordinator

myGwork - LGBTQ+ Business CommunityLondon, England, United Kingdom

30+ days ago

Job type

Full-time

Job description

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This job is with Lewis Silkin LLP, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

About the Team : null

About The Role

The Secretarial Co-ordinator is responsible for leading and overseeing the Employment, Immigration and Reward Secretarial Service to deliver an excellent, high-performing and seamless support service to the Legal Practice Group (LPGs) partners and fee earners. Focus will be on maintaining the day-to-day provisions of the service at the same time as enabling and driving forward continuous improvement.

The service supports our Employment, Immigration and Data, Privacy & Cyber Practice Groups, including our Rockhopper and Worksphere service lines, across offices in England, Scotland and Wales. Secretarial and administrative support is currently undertaken by a team of over 35 secretarial and administrative staff.

Key Responsibilities

Lead and co-ordinate the team to deliver, and maintain, an appropriately tailored secretarial and administrative provision across the applicable LPGs focusing on a high performance and fostering continuous improvement through day-to-day supervision.
Co-ordinate fee-earners’ secretarial and administrative support needs across the team regardless of office location, overseeing workload, service excellence and ensuring work is allocated effectively, embedding the ‘one team’ approach.
Maintain oversight and liaise directly with all stakeholders to ensure the delivery of a high quality, timely service.
Actively participate in change management initiatives that support the growth and advancement of secretarial provision and services, aligning with LPG / Firm business plans. This may include working with Office Heads / Talent Partners and colleagues across the business, most notably but not limited to, colleagues in Finance and Business Development.
Maintain and review secretarial allocations / ratios to ensure the required support is in place, pre-empting and pro-actively identifying resourcing and recruitment needs as required, with a particular eye on being able to adapt resourcing for planned and unplanned absences and growth across the LPGs.
Work collaboratively with the HR Business Partner team and Talent Acquisition Team on recruitment initiatives for secretarial positions, including reviewing applications, testing candidates and conducting interviews. This may also include involvement in recruitment activity for similar roles as required.
A thorough understanding of the tasks, timings and pressures involved in client billing processes is essential as current billing-related activities for the team are a critical activity.
Undertake the annual appraisal review process for the secretarial function, considering feedback from allocated fee-earners and wider stakeholders.
Provide support and guidance to secretaries in line with individual career development goals, identifying development opportunities and acting as a ‘go-to’ mentor.
Provide required input into the annual salary / bonus review process and promotion decisions as required.
Undertake regular individual one to one and whole team meetings in line with our Employment, Immigration and Reward ‘one team’ objective, ensuring colleagues are up to date with firm and LPG events and updates.
Proactively manage any absence or performance issues with the support of the HR Business Partnering team as appropriate, ensuring that holidays / absences are monitored and recorded accurately using the Firm’s HR system.
Sensitively manage all people matters in the team with the support of the HR Business Partnering team as appropriate, always maintaining discretion and confidentiality.
Visit offices in England, Scotland and Wales (London, Oxford, Cardiff, Leeds, Manchester and Glasgow) on a regular basis to maintain key stakeholder relationships and ensure the necessary oversight of the team’s performance and wellbeing. Whilst exact travel requirements are fluid and will need to meet the demands of the role, it is envisaged travel will be required at least once / twice a month to other offices, maybe more frequently at key times in the year or in response to service changes or office / Firm events.
Ensure the effective application and evolution of the firm’s secretarial service promise by both secretaries and fee earners.
Work closely with Practice Transformation team to drive relevant projects and support the Firm’s strategic priorities.
Act as an ambassador for the secretarial team, actively seeking ideas and input from the team and wider colleagues, addressing any issues or concerns as they arise.
Provide occasional ad-hoc support with secretarial duties as may be required. It will be critical that the individual in this role understands the relevant service pressure points as well as the core tasks undertaken by team members to support them effectively and act as their internal ambassador.
Build and maintain relationships with stakeholders in relevant practice groups and firmwide.

About You

You will have a professional manner, excellent communication and interpersonal skills, and have previous experience working within a leadership role in a legal secretarial team. You’ll have a flexible nature, enjoy working within a fast-paced team, and will be highly organised. You’ll also possess strong numeracy and attention to detail skills, which will be key within this role.

We are looking for someone who is passionate about being a team player, who is keen to support others and values the importance of excellent customer service to both internal and external stakeholders.

Our Ideal Candidate Will Be Able To Demonstrate

Previous work experience within a legal secretarial role and in a leadership capacity.

While this role will not have a formal allocation of fee-earners to support in a secretarial capacity, the candidate must be willing and able to support with secretarial duties on an ad-hoc basis as required. This will require the candidate to develop a detailed knowledge of the role undertaken by the secretarial team.

Proven track record of people and line management, including dealing with performance and absence issues, fostering good working relationships among team members, and having played a role in service evolution and team development. Experience of mentoring would be a benefit.

A professional, approachable, friendly manner and the ability to build strong working relationships with all stakeholders.

Ability to meet deadlines, work under pressure and communicate with internal and external stakeholders effectively across varying levels.

Ability to manage a busy and demanding workload.

Ability to re-prioritise tasks for self and in the support of team members.

Excellent numeracy skills and experience of using Word and Excel.

Experience of Elite would be beneficial, although this is not essential as full training will be provided.

Willingness to travel to other offices on a regular basis, likely to be at least a once / twice a month.

Additional Information

At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to supporting candidates throughout the recruitment process by supporting anyone who requires adjustments, in order to ensure they have the opportunity to perform at their best. All applicants will be considered equally and fairly. If you’d like to request any adjustments throughout the recruitment process, or would like to discuss flexible working patterns, please email the recruitment team in confidence (recruitment@lewissilkin.com).

Please note - closing date for applications is Monday 8th September. Interview process to commence mid-September”

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Other

Industries

Law Practice

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