New Job Secretarial Manager - PK - SecMgr Industry: Admin and Secretarial Job Type: Permanent Location: City of London, England Global law firm in the heart of the City require Secretarial Services Manager to oversee the Secretarial function. The Secretarial Manager will be responsible for managing, facilitating and co-ordinating the secretarial and document production resources as well as monitoring the quality and consistency of PA and document production support to ensure consistently high levels of fee-earner and client service. The Secretarial Manager will be working closely with the Practice Group Manager, the HR Manager, the Corporate Team Manager and the night team to review service provision and introducing improvements/new services as appropriate. The role will encompass developing and managing the current services being provided as well as considering future changes in line with technology changes and the needs of the business. The Secretarial Manager will ensure that the PA and document production resources are being fully utilised and are proving an efficient and effective service to the fee earners and the Corporate department as a whole. Secretarial Manager: Duties: Management and leadership of a professional and motivated PA and document production resource, to ensure the delivery of an excellent quality PA/DP service to fee earners Providing appropriate advice to key business decision makers on future industry developments in secretarial services and how these may affect the wider business Working closely with the HR Manager, Learning and Development and IT Training to identify appropriate training to support career development through feedback, performance management and continued assessment of technical training needs Conducting annual and mid-term appraisals Recruitment selection, testing and interviewing in conjunction with HR Induction of new team members and carrying out probation reviews Proactively working with the HR Manager and other PA co-ordinators on wider initiatives to improve the quality and efficiency of the PA/ DPC services provided to the business (e,g MOS, ASAP, working together, appraisal process, trainee secretarial programme) Fostering a collaborative working together approach which encourages cohesion within the department Being a strong, positive role model and leader for the team Ensuring best practice and firm procedures are adopted and shared among the legal PAs and document production teams Determining and implementing standards of service, continually monitoring productivity and taking necessary action to adapt and improve where necessary Enhancing the firms attitudes towards and perception of the team, motivating both the PAs and document production team to operate at a higher overall level Developing and maintaining a PA and document production structure which is efficient and cost effective while meeting the business needs Managing PA and document production capacity and utilisation, encouraging teamwork and flexibility Resource planning to include monitoring PA ratios, organising seating and reviewing fee earner/ PA allocation Being responsible for co-ordinating PA and document production holidays and absence cover Monitoring PA and document production overtime Striving for continued improvements and excellence in client service Building working relationships within and across the department(s) as well as the ability to network externally Act as an advisor/ expert on wider secretarial issues in the practice Secretarial Manager: Skills and Experience Required Experience of managing a similar team in a professional services environment Experience of managing multiple stakeholders Experience of leading change Excellent IT skills (Work, Excel and PowerPoint) Ability to work calmly under pressure Ability to motivate and engage people Ability to demonstrate tact and diplomacy, observing confidentiality at all times Self motivated and able to work using own initiative and challenge work practices Excellent time management and organisation skills Keeps up-to-date with market developments Strong leadership skills Strong communication and inter-personal skills with the ability to deal with people at all levels of the business Project-management mindset Flexible, professional and proactive Resilient Innovative
Posted on: Fri, 24 Oct 2014 15:16:49 +0000
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