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Assistant Operations Manager – Legal Operations

Employer
Ashurst
Location
London (Central), London (Greater)
Salary
Competitive
Closing date
8 Jun 2022

View more

Vacancy Type
General Management, Other specialist roles
Contract Type
Permanent
Experience Level
Manager
Role Classification
Other Professional

Job Details

About Ashurst:

Ashurst is a leading progressive global law firm with a rich history, celebrating it's bicentenary in 2022. We are proud of our history and future-focused, having expanded into new technologies through our NewLaw division, Ashurst Advance, and our consulting arm. Our in-depth understanding of our clients and commitment to providing excellent 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 www.ashurst.com .

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 Assistant Operations Managers are responsible for the supervision of the Practice Executives, Team Executives and Document Production to ensure delivery of effective and professional business support to the legal teams and business support teams and ensuring the service provided meets the quality and high expectations of stakeholders.

The Assistant Operations Managers will be visible in the office and will build strong relationships with Practice Group Heads, HRBP's and other stakeholders across the firm, ensuring that each Division receives a professional and efficient level of support that is aligned to the firm's overall business strategy.

The Assistant Operations Managers will lead by example and will promote quality output, consistency, continual improvement, efficiency and team work.

Hours of work:

35 hour working week. Work pattern: Hybrid, however given a high percentage of the teams that the "AOM" manages will be in office, it is expected the "AOM" will be present in the office for at least 60% of their core hours

Main responsibilities:

Team Leadership and Management

  • Support, develop and provide day to day visible supervision of Practice Executives and Team Executives and Document Production; ensuring the teams are motivated and providing effective support to their Division; fostering a culture of continuous improvement both at a personal, an individual and an organisational level.
  • First point of contact for HR issues and matters, including all aspects of performance management.
  • Responsible for annual and mid-year performance reviews: hold performance review meetings, coordinate feedback and set objectives, including feedback for probation reviews, and participation in division-wide moderation meetings.
  • Monitor workflow and volumes for the Hub and Document Production in the absence of the Team Leader (UK Hub).
  • Regularly walk around and engage with stakeholders and the teams they manage.
  • Ensure the Division's compliance with all firm-wide and office-wide policies and procedures including general operations, compensation, training, equal employment opportunity, harassment, workplace safety and other governmental regulations.
  • Facilitate and monitor fair distribution of workload and ensure cover is provided for absences or peaks, whilst ensuring excellence levels are maintained; ensure accurate records are kept.
  • Encourage the development and growth of the team by acting as coach, mentor and sounding board and identifying any training or development needs with L&D, HR and management.
  • 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.
  • Implement effective and appropriate policies, procedures and workflow process to provide reliable and efficient client service, as well as a pleasant and productive work environment.
  • Continually assess and review process and system improvements to ensure the teams are working as efficiently as possible and is committed to fostering a culture of continuous improvement at a personal, individual and organisational level.
  • In conjunction with the central recruitment team, coordinate the recruitment of and selection of team members, including shortlisting, scheduling, testing, interviewing and selecting candidates.
  • Coordinate the arrival of new team members and arranging on-boarding requirements such buddies, inductions and introductions to the Division.
  • Lead projects within their relevant management areas in line with the business strategy.
  • Constant review of management areas, not accepting the status quo, challenging processes and implementing new ways of working

Service Delivery

  • Act as a "go to" person in coordinating issues relating to cover, equipment, room moves, trainee rotations, pairings, facilities or ad hoc requests.
  • Build strong relations with internal departments for support requirements and to promote utilisation of appropriate resources, in particular ensuring all relevant administration and document work is delegated to Central Services or the Global Shared Service.
  • Assisting with reporting budget expenditure to Financial Management, assisting with queries regarding budget coding and help prepare annual budget for the groups.
  • Develop and maintain strong relations with stakeholders across the firm and broad networks in order to encourage use of the Practice Executive, Team Executive and Document Production role.

Delivering Change Management:

  • Assisting with the development and implementation of firm initiatives or change programmes, including implementation, or process changes while helping to foster a culture of continuous improvement.
  • Conceiving, reviewing and implementing ongoing process improvements working closely with managers 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 across Divisions which provide consistency of approach and to review and implement process improvements, to utilise improved technology, best practice or better ways of working.

General

  • Ensures firm's policies and procedures are followed.
  • Coordination and management 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 requires and internal policies.

Essential skills and experience:

  • At least three years' experience in managing a support team and demonstrable people management skills within a professional services firm.
  • Strong departmental knowledge: able to provide sound technical advice or recommendations to stakeholders.
  • Experience in working with senior professionals and in balancing competing priorities in a time sensitive environment.
  • 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.
  • Leads by example by acting as a role model and encourages collaboration amongst the team, whilst also ensuring high standards are maintained.
  • Supportive and promoting of change, has a positive attitude and desire to drive forward new or improved initiatives. Not accepting the status quo.
  • Proven project management skills with a strategic focus, able to balance complex issue with strong business awareness and sound decision making.
  • Strong process orientation and organisational skills, able to prioritise effectively and adjust to changing priorities, deadline 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 with proven leadership and line management experience.
  • 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 and adjust priorities when necessary to meet the requirements of clients or the business.

Company

Ashurst is a leading progressive global law firm with a rich history spanning more than 200 years. We are proud of our history and are future-focused, having expanded into new technologies through our NewLaw division, Ashurst Advance, and our consulting arm. Our in-depth understanding of our clients and commitment to providing excellent 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  www.ashurst.com

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

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