Workflow Team Coordinator

Employer
Ashurst
Location
London (Central), London (Greater)
Salary
Competitive
Closing date
4 Mar 2022

View more

Vacancy Type
Other specialist roles
Contract Type
Permanent
Experience Level
Officer / Analyst / Engineer / Executive / Coordinator
Role Classification
Other Professional
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Job Details

About Ashurst:

Ashurst is a leading global law firm with a history spanning almost 200 years, and clear strategy for our future growth. Our in-depth understanding of our clients and commitment to providing exceptional standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law. To find out more please visit here.

In order to comply with regulatory and client requirements, Ashurst will undertake appropriate vetting of staff. When applicants accept a job offer, Ashurst, alongside a specialist provider, will undertake professional verification and background checks. These checks are only undertaken with consent, and in accordance with our legal and regulatory obligations.

Department/Role overview:

The Workflow Team Coordinator (WTC) is responsible for the supervision of the London Hub and workflow within it, to ensure that effective business support is provided to the legal teams as well as coordinating workflow and meeting deadlines on a broad range of tasks in conjunction with other support services, such as Floor Ambassadors, Reprographics, Document Production, Couriers, and Post Room.

The WTC will work closely with the Team Leaders and the Senior Team Coordinator in Glasgow in providing advice and support to ensure that the business receives a professional, efficient and excellent level of support that is aligned to the firm's overall business strategy.

The WTC will lead by example and will promote quality output, consistency, continual improvement, efficiency and team work, collaborating with various stakeholders to ensure the firm's strategic objectives are met.

The WTC will be required to work in the London office five days a week.

Hours of work:

Monday to Friday, 10.00am to 6.00pm

Main responsibilities:

Team Coordination and Workflow Management

  • Support and development of the London Hub "Team Executives", providing document and administrative support; ensuring the team are motivated and providing effective support to each practice group.
  • First point of contact regarding workflow of tasks in the Hub and day-to-day on the ground operational issues.
  • Work with Team Leaders to escalate any concerns regarding performance and feedback in relation to the Hub. Assist with performance appraisals and helping to set objectives for the Team.
  • Facilitate and monitor fair distribution of workload and ensure cover is provided for absences or during peak times, whilst ensuring levels of excellence are maintained, in coordination with Team Leaders.
  • Encourage the development and growth of the team by acting as coach, mentor and sounding board; identifying any training or development needs with Team Leaders.
  • Together with Team Leaders, arrange and chair regular team meetings to share ideas or issues, deal with action points raised and ensure communications and updates are regularly passed to the team.
  • Ensure there is sufficient Hub presence during all times of the day including the lunch period, so that tasks are progressed and deadlines are met.
  • Implement effective and appropriate policies, procedures and workflow processes to provide reliable and efficient client service, as well as a pleasant and productive work environment.
  • Coordinate the arrival of new team members and arranging on-boarding requirements such as the allocation of buddies, planning of inductions schedule (including liaising with IT Training) and introductions to the London Hub team and relevant practice groups.
  • Plan resources to ensure adequate coverage is provided for holiday or sickness.
  • Deliver day-to-day positive and constructive feedback on working patterns, behaviours and tasks.

Service Delivery

  • Act as a "go to" person in coordinating issues relating to cover, equipment, facilities or ad hoc requests.
  • Build strong relations with internal departments for support requirements and promote utilisation of appropriate resources, in particular ensuring all relevant administration and document work is delegated to the Hub or Document Production as appropriate.
  • Help the Senior Team Coordinator when required with regular reports to management on utilisation, available capacity and SLA targets.
  • Organise regular or ad hoc training sessions as required by the team, or to meet training log requirements.
  • Update workflow processes in line with business requirements, and coordinating requirements for workflow process from practices.

Delivering Change Management:

  • Assist with the development and implementation of firm initiatives or change programmes, including implementation, or process changes.
  • Suggest, review and implement ongoing process improvements working closely with Team Leaders and Senior Team Coordinator to utilise improved technology, best practice or better ways of working.
  • Work closely with managers across the firm to develop and maintain a strong network, ensuring consistency of approach.

General:

  • Coordination of ad hoc tasks or projects as required.

Risk and Control: Ensure that all activities and duties are carried out in full compliance with our regulatory requirements and internal policies.

Essential skills and experience:

  • Previous experience in coordinating workflow for a support team and demonstrable strong people coordination skills within a professional services firm.
  • Experience in working with senior professionals and in balancing competing priorities in a time sensitive environment.
  • Good level of technical ability in Microsoft Office, including Word, Excel and PowerPoint.
  • Superior oral and written communication and presentation skills to effectively address and maintain effective relationships with all departments and employees in a team-oriented environment and at all levels within the firm.
  • Ability to function in a collaborate and collegial environment; sensitivity to others; high integrity and intelligence; with excellent judgement and an ability to generate trust and build alliances with co-workers.
  • Acts as a role model for others and embracing of the firm's values by encouraging collaboration amongst the team whilst ensuring high standards are always maintained.
  • Supportive and promoting of change, has a positive attitude and desire to drive forward new or improved initiatives.
  • Strong process orientation and organisational skills, able to prioritise effectively and adjust to changing priorities, deadlines or issues as they arise.
  • Responsible for task or issues, proactively taking ownership to ensure successful conclusion.
  • Approachable at all times, including being able to negotiate, influence or demonstrate tolerance when necessary.
  • Resilient and able to deal calmly with conflict or difficult situations.
  • Team player experience required.
  • Able to remain calm and focused during times of peak workload or during difficult situations.
  • Discrete, diplomatic and completely confidential with personnel and client information.
  • Detail oriented, logical and with a methodical approach to problem solving.
  • Willing to be flexible with time when necessary to meet the requirements of clients and/or the needs of the business.

Company

Ashurst is a leading international law firm with world class capability and a prestigious global client base. The firm's in-depth understanding of its clients and commitment to providing exceptional standards of service has seen it become a trusted adviser to local and global corporates, financial institutions and governments on all areas of commercial law. The firm's people are its greatest asset and it brings together lawyers of the highest calibre with the technical knowledge, industry experience and regional know-how to provide the incisive advice clients need.

Ashurst has 25 offices in 15 countries and offers the reach and insight of a global network, combined with the knowledge and understanding of local markets. With 400 partners and 1,200 lawyers working across 10 different time zones, the firm is able to respond to clients wherever and whenever required. As a global team, Ashurst has a reputation for successfully managing large and complex multi-jurisdictional transactions, disputes and projects and delivering outstanding outcomes for clients.

Find Us
Telephone
+44 20 7638 1111
Location
London Fruit & Wool Exchange
1 Duval Square
London
E1 6PW
United Kingdom
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