Secretarial Team Co-ordinator (Fixed Term Contract - 12 Months)

The role

This is an excellent opportunity for an experienced PA to work closely with the Support Services Manager (SSM) to provide high level managerial support to TA/PA/EAs in our Family and Private Client Department, whilst maintaining efficiencies across the department.  This is a dual role where the team co-ordinator will also provide PA support at partner level.

Role responsibility

• Act as the main point of contact between allocated TA/PA/EA teams and SSM, Head of Operations, Heads of teams (HoTs) and Head of Department (HoD) providing regular updates on all staff movements and developments.
• Manage the day to day operations of the team and being actively able to answer any technical questions from a PA or diverting queries to the correct place/person.
• Report to SSM and assist with the implementation of projects related to support services.
• Coordinate, monitor and manage absence requests and organise cover.
• Handle recruitment (e.g. seek relevant approvals, review CVs and interview candidates), co-ordinate induction/training of new joiners.
• Work closely with SSM, HR and Head of Operations on the promotion, talent, pay and bonus reviews for TA/PA/EA population.
• Work with the wider business services teams (IT, DPC, Document Services, Facilities, Records, BD, Risk & Compliance and Finance etc) to collate and circulate feedback on various processes, procedures, training, and other development initiatives.
• Representative to the secretarial population and actively leading by example.
• Chairing regular TA/PA/EA meetings/huddles as well as one-to-ones and setting up mentoring pairs.
• Conduct quarterly and end of year discussions with each TA/PA/EA, using Performance Leader to set and track objectives, career progression and review feedback and progress. 
• Implement, familiarise, and keep up to date with HR policies and procedures. Ensure all compliance and firm's policies, procedures, values, and initiatives are implemented within the team.
• Ensure a transparent and consistent line of communication between yourself and fee earners/partners.
• Cover other Team Co-ordinators' allocations during periods of absence.
• Make executive and evidence based decisions.
• Work collaboratively with DPC Workflow Co-ordinator to ensure work is carried out to a high standard and provide feedback where necessary.
• Present and participate in team meetings and calls of various levels i.e. department meetings and business services meetings.
• Generate and offer new ideas in group brainstorming discussions.
• Attend people manager forums and readily participate in discussions, activities, and training opportunities.
• Encourage team work where appropriate and identify gaps in your own team in order to improve/streamline business processes.
• Be mindful of business need and team budgets. 
• Provide BigHand administrative support.

ADDITIONAL INFORMATION / SYSTEMS USED

• Microsoft Outlook 2010
• Microsoft Word 2010
• Microsoft PowerPoint 2010
• Microsoft Excel 2010
• PDF Docs/Acrobat Reader
• Microsoft Teams
• iManage
• BigHand Digital Dictation System including BigHand Administration
• Elite 3E
• Carpe Diem
• My Performance Leader
• Docusign
• HubShare

About you

You will be able to demonstrate;

• Proactive – ability to anticipate and plan ahead.
• Effective in multi-tasking and undertaking a dual role.
• Able to demonstrate emotional intelligence.
• Enthusiasm and resilience.
• Highly developed communication skills.
• The ability to liaise at all levels, including managing partner level.
• A highly level of organisation, confidence, and assertiveness.
• Good prioritisation skills with the ability to anticipate and take initiative.
• Diplomacy, with good judgement.
• The ability to deal with sensitive information in a confidential manner. 
• Ability to gain trust and respect of all stakeholders including TA/PA/EA, Fee Earners and Departmental Heads, Head of Teams, and Head of Operations.

Benefits

• Competitive salary
• 25 days annual holiday
• Permanent Health Insurance
• Life Assurance
• Interest free Season Ticket Loan
• Private Healthcare
• Pension Scheme
• Staff Introductory Scheme
• Employee Assistance Programme

About us

We are a London based, full-service law firm, specialising in providing straightforward advice to entrepreneurial businesses and individuals on domestic and international matters.

We have grown substantially in recent years, including two mergers and an office move. We’ve also matured in terms of our approach to providing advice to our clients, seeking to simplify and improve the experience of working with a modern, independent law firm.

We’re proud of our journey. Without losing sight of where we’ve come from, we are focused on where we’re going. We are evolving and growing every day. And just like our clients, we are ambitious and moving forward. Many of our clients are entrepreneurial, ambitious enterprises who are often privately or family owned, or private equity backed. We are one of the only London based law firms with a large private wealth offering alongside significant business law capability.

The firm also advises major corporates on particular specialist legal matters who find our straightforward approach a compelling alternative to larger, less personal firms.