Secretarial Services Co-ordinator (PA or HR experience)

Owen Reed are recruiting for a Secretarial Services Coordinator/PA to join a top London law firm.  This is full time role and will be reporting to the Senior Secretarial Services Manager.

The Secretarial Services Co-ordinator/PA will provide administrative and secretarial support to the Senior Secretarial Services Manager with the day to day management of the secretarial team and act as a back-up. Work collaboratively with legal and non-legal staff to efficiently support Firm/client business needs. In addition, work closely with business support teams on various projects and to meet departmental needs.

JOB DESCRIPTION/REQUIREMENTS:
• Monitor absence calls or emails and ensure any secretarial absence is communicated to the Secretarial Manager and HR immediately.
• Assign alternate cover for sickness absence, notify attorneys/teams accordingly, and contact IT to request out of office message notifications.
• Respond to and co-ordinate secretarial holiday and personal time requests ensuring sufficient resources in place.
• Approve absences through PeopleSoft and update internal schedules/spreadsheets accordingly on a daily basis.
• Assist with approving payable time within PeopleSoft.
• Source secretarial support for visitors via requests from Reception as and when requested.
• Prepare overtime rotas for evening/weekend cover during holidays and absences and assign overtime shifts in a fair manner, keeping internal records updated.
• Prepare and distribute weekly holiday and weekend cover lists to relevant departments.
• Prepare quarterly weekend standby rotas, liaising with the Secretarial Manager as appropriate.
• Collation of Bank Holidays and Christmas holiday requests for final approval by Secretarial Manager.
• Liaise with secretaries to identify any training needs and discuss with Secretarial Manager.
• Work with the Global Document Services and After-Hours Supervisors/Coordinators to ensure attorney/client work is managed in an efficient manner.
• Assist in the co-ordination of the mid and annual performance review process.
• Assist in the recruitment and on-boarding process, office tour and introduction to secretarial team for new secretaries.
• Assist with Firm-wide special projects.
To undertake any other tasks or responsibilities which reasonably fall within the remit of this position.