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Secretarial Services Manager

Employer
Trowers & Hamlins
Location
Manchester, Exeter or Birmingham
Salary
Competitive
Closing date
10 Mar 2022

View more

Vacancy Type
Legal Support, Legal Secretary
Contract Type
Permanent
Experience Level
Manager
Role Classification
Other Professional

Job Details

Trowers & Hamlins is a City-led, international and national law firm with over 160 partners and 950 staff. With offices across the UK, Middle East and Asia, we provide a full-service integrated offering.

Our clients operate in diverse industry sectors such as construction, transport and infrastructure, banking and financial services, distribution and logistics, education and health, hotels and leisure, defence, engineering and surveying, charities, retail and energy and natural resources. We also act for many high net worth individuals.

We are different and we believe it is our people that make us unique. We expect and respect that you and your talents are too. The truth is we don't prescribe who you are or how you ought to be. It's what you can do that interests us most.

While the work on offer is rewarding and often complex, the qualities we look for are simple. The ability to get on with people from all walks of life, for example. To talk and to listen. To develop the sorts of relationships that mean you win the friendship and loyalty of clients and colleagues alike. In short, to connect. These are the characteristics our people all have in common. They are vital, as is the drive and imagination to use your unique talents to the full. We will help you in this. In fact, we will support you in every way we can.

Where you will work 

Working closely with the Head of Secretarial Services, Document Production Centre Manager and Office Managers across the UK offices you will be responsible for the line management of our Personal Assistants (PAs) and Team Assistants (TAs) across our UK offices (circa 80 heads).  At Trowers we believe people are our biggest asset and we strive to bring out the best in them this role will be integral to the retention and development of our support teams.

As Secretarial Services Manager, you will be someone that can work collegiately with others achieving buy-in and support from all levels.  You will be involved in firm-wide projects, software roll outs and process reviews as well as dealing with the day-to-day tasks that may arise.

What you will be doing

Strategic

  • Understanding key business challenges;
  • Working closely with IS, Finance and Marketing to enhance and streamlining systems and processes;
  • Seeking opportunities and support from all offices to leverage the Apprenticeship Scheme for secretarial roles;
  • Understanding and analysing strategic business requirements to identify solutions and improvements to the overall secretarial service within each practice area;
  • Identifying efficiencies and potential savings in relation to secretarial costs;
  • Measuring ratios, assisting the recruitment team with business cases, transferring resource between practice areas to meet business requirements;
  • Build an external network to ensure comprehensive overview and developments in the market;
  • Championing changes as directed within the Firm's management and acting as a positive force within the Firm;
  • Attending Partner and Group meetings as appropriate;
  • Reinforcing the importance of each role in the national team of PAs, TAs and DPC;
  • Taking responsibility for attracting and retaining secretarial staff; reviewing incentives offered by market competitors;

Operational

  • Line management of the national team of PAs and TAs, coaching and supporting their development and dealing with any performance issues (in conjunction with HR);
  • Identifying training requirements and implementing personal development plans to up-skill PAs and TAs to include:
    • Ensuring practice areas receive proactive service delivery and excellence from their PAs/TAs;Being the go-to person for each practice area;
    • Encouraging solicitors in each practice area to adapt their working practices to utilise the enhanced level of support available to them;
    • Managing the allocation of PA/TA to fee earners;
    • Managing work allocation, overtime, cover and team working;
    • Managing sickness absence;
    • Working with the recruitment team to screen CVs and conduct interviews; and
    • Managing the check-in process PAs/TAs
  • Ensure sufficient development of the teams and, in consultation with the business, to develop innovative business solutions to fee earners;
  • Reviewing the role of the TA and continuing to consult with the business to provide an effective/business-aligned administrative service;
  • Consulting, persuading and influencing at all levels;
  • Ensuring collaboration across the PA/TA function;
  • Managing temporary PA/TA resources and overtime across the firm and associated costs;
  • Chairing and setting an agenda for PA/TA meetings. Sharing knowledge and successes;
  • Providing detailed management reports to measure service level and improvements against set targets;
  • Measuring and setting staff budgets and monitoring expenditure year on year.

What you will need

  • Strong business acumen
  • Strong analytical skills
  • Determined and results driven
  • Previous Secretarial Services Manager experience desirable
  • Change management experience essential
  • Ability to drive change and achieve buy in essential
  • Project management experience desirable
  • Proven persuasive, influencing and negotiation skills
  • Ability to remain objective and professional at all times
  • Ability to work under pressure
  • Excellent communication skills (oral and written)
  • Strong presentation skills
  • Ability to work to tight deadlines and able to prioritise where necessary

As part of our firm recruitment policy our candidates are subject to employment screening background checks. These checks include personal details, education and employment history, professional qualifications and credit and criminal checks as appropriate.

Trowers & Hamlins is an equal opportunities employer and values diversity and inclusion. All applications will be considered on merit and the applicant's suitability to meet the requirements of the role and will be treated equally irrespective of Ethnicity, Gender (including Trans and non-binary) Race, Disability, Religion and sexual orientation.

Company

Trowers & Hamlins is a City-led, international and national law firm with over 130 partners and 830 staff located across the UK, Middle East and Far East, we provide a full-service integrated offering.

Our clients operate in diverse industry sectors such as construction, transport and infrastructure, banking and financial services, distribution and logistics, education and health, hotels and leisure, defence, engineering and surveying, charities, retail and energy and natural resources. We also act for many high net worth individuals.

We are different and we believe it is our people that make us unique. We expect and respect that you and your talents are too. The truth is we don't prescribe who you are or how you ought to be. It's what you can do that interests us most.

While the work on offer is rewarding and often complex, the qualities we look for are simple. The ability to get on with people from all walks of life, for example. To talk and to listen. To develop the sorts of relationships that mean you win the friendship and loyalty of clients and colleagues alike. In short, to connect. These are the characteristics our people all have in common. They are vital, as is the drive and imagination to use your unique talents to the full. We will help you in this. In fact, we will support you in every way we can.

Company info
Website
Telephone
+44 (0)20 7423 8000
Location
3 Bunhill Row
London
EC1Y 8YZ
GB

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