Senior Secretary

We are recruiting a Senior Secretary to join the Finance hub in our London office.

In many of our offices, ‘Hubs’ have transformed how secretarial services are delivered; with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge‑sharing. These opportunities were not possible with the traditional model.

We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day‑to‑day running of our secretarial function.

We have 5 levels of role in the team:

• Legal Admin Lead – Oversees the effective operation of practice group legal administration support teams, working in close collaboration with the Team Leader to ensure smooth day‑to‑day operations.
• Team Leader – Manages and takes responsibility for the efficient running of the team. Oversees incoming work flow. Distributes tasks appropriately amongst the team whilst operating as a senior level Secretary. Responsible for communicating with fee earners to keep them appraised of a task or project status.
• Senior Secretary – Takes ownership for the efficient running of the team by role‑modelling as an effective and responsible team member and acts as workflow supervisor where required.
• Secretary – Provides general secretarial and administration services as part of the secretarial team.
• Team Apprentice – An apprenticeship level role for those developing their skills, undertaking routine administration tasks at the direction of the Team Coordinator.

Main duties and responsibilities

• Provide high‑level support to partners and fee earners as a trusted advisor
• Act as a role model and mentor to less experienced members of the team by sharing knowledge and best practice
• Complete practice group‑specific tasks to develop specialist expertise (e.g. super‑user on specific tools, knowledge‑management support)
• Utilise skill in influencing stakeholders – quickly building rapport and being seen as a trusted advisor
• Add value by taking a proactive approach to tasks and anticipating potential problems before they arise
• Collaborate closely with the Billing Team to deliver seamless support to partners and fee earners
• Ensure accurate and timely use of our client relationship management system to facilitate matter opening, maintenance, closure and archiving, expenses and disbursements. Occasionally record time for fee‑earners when required (including non‑billable productive time)
• Coordinate internal and external client meetings effectively, ensuring rooms and conference facilities are booked, liaising with attendees and ensuring any required catering and technical equipment is in place
• Assist fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
• Utilise document production for the creation of all first‑draft documents
• Organise and assist with client functions, entertainment and seminars, as required
• Arrange complex travel bookings, including visas, flights, taxis, accommodation and rental cars, etc.
• Assist the billing team in returning client balances and other ad‑hoc cash management tasks
• Assist on ad‑hoc projects as and when required, e.g. managing bundles, supporting team events
• Any other secretarial or administrative duties as required

About you

• Previous experience as a Secretary
• Previous experience of document management systems
• Knowledge of Microsoft Office Suite
• Excellent diary management
• Strong organisation and prioritisation skills
• Good verbal and written communication skills
• Applies knowledge and judgement to solve problems and make decisions
• Experience of delegating to and training less experienced team members
• Flexible approach to working practices in order to meet business needs
• Friendly, personable and approachable
• Adaptable and flexible approach
• Conscientious and diligent
• Remains calm under pressure
• Eager to learn and develop skills
• Works cooperatively with colleagues across teams and functions
• Shares knowledge and supports colleagues to achieve collective goals

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