Secretarial Services Manager - Law firm
- Recruiter
- J M Legal Limited
- Location
- England, London
- Salary
- £50000 - £60000 per annum
- Posted
- 20 Jan 2017
- Closes
- 17 Feb 2017
- Ref
- LL/SSM/LL1
- Contact
- Lee Laming
- Job Title
- Office Manager
- Industry Sector
- Legal
- Contract Type
- Permanent
- Hours
- Full Time
Recruiting for Secretarial Services Manager for a forward thinking Law firm in the City.
The Secretarial Services Manager will be responsible for managing and supervising the secretarial services on a day to day basis, and will take the lead on and supervise the planning and implementation of and be responsible for standard operating procedures, workflows etc. assigned to the teams.
Duties include:
* Working closely with the Firm (Management Team/HR/Lawyer Support Review project group) to implement and drive change in regard to the structure of the lawyer support functions and the way they work
* Standard Operating Procedures (SOPs) - maintain and develop, ensuring fit for purpose and in line with market
* Continually review SOPs and workflows and strive to make improvements where possible
* Establishing Key Performance Indicators (KPIs) for the teams producing monthly reports for HRM/LAW
* Measure the performance of the teams against the KPIs and business plan identifying areas of strength or areas that require further improvement
* Pro-actively develop effective working relationships with partners and fee earners around the Firm to understand their needs and offer advice and solutions to problems
* Keep up to date with developments in the legal market, particularly in relation to the lawyer support function, and make recommendations for change to ensure the Firm remains competitive
* Keep up to date with software relevant to secretarial services in conjunction with IT to ensure the Firm's software and systems are competitive and remain fit for purpose
* Taking ownership of, and managing the relationship with designated suppliers
* Assist the HR Manager to develop and manage the lawyer support function's annual budget
* Work closely with Head of Property and Facilities to ensure processes are aligned with Office Services and Front of house teams to deliver a service of excellence
* Act as point of contact in the Firm, along with Team Leaders, regarding any interdepartmental processes and workflows (e.g. finance, HR, Facilities, front of house) and work with appropriate member that relevant team to identify and implement improvements
Management responsibilities
You will be responsible for the management of the secretarial team leaders, and must have an approach that is team orientated, developing the best in individuals and allowing them to grow in their responsibilities whilst taking responsibility for the activities of the teams as a whole.
* Daily line management of the team leaders, ensuring that partners and fee earners are supported to a high standard by effectively managing the performance, workflow and resources accordingly
* Providing guidance and advice to the team, mentoring and coaching where necessary
* Conduct monthly 1-2-1s with team leaders to discuss performance and feedback, on¬going objectives and training requirements in relation to them as individuals and their teams
* Developing, managing and motivating the team leaders, and assisting them in the development of their people management skills and workflow
* Evaluate the performance of the teams and participate in their annual performance reviews as appropriate and discuss any developmental areas / concerns with the appropriate manager or team leader
* Build the competencies of the team leaders and their teams so that they fully understand the needs of the firm, the firm's processes and main issues and the goals to be achieved
* Plan and retain an appropriate level of resourcing to meet internal and external client needs, cultivating a flexible service with resources being efficiently used across practice areas when necessary
* Planning, developing and implementing strategy for staff training and development in conjunction with HR and IT training team; establishing and maintaining appropriate systems for measuring and monitoring achievements against timescales
* Undertaking annual/mid-year salary and bonus review processes and ensure a consistent approach is taken
* Monitor the team's overall service and work and identify and implement strategies to increase service delivery and productivity
* Providing a point of escalation for the team on all people-related issues
* Liaise with the HR department to recruit and retain the best team members, to give them appropriate training and to support their career development
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