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Apprentice Service Co-ordinator

2 months ago

Manchester, United Kingdom Owen Reed Full time

Full Time
Permanent
The Secretarial Services Manager ("SSM") will be responsible for the line management and development of 6 Assistant Secretarial Services Managers ("ASSMs") and Personal Assistants ("PAs") across our UK Offices (circa. As Secretarial Services Manager, you will be someone who 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 day-to-day tasks that may arise to ensure the secretarial function is aligned with the firm's strategy and business needs as they evolve.

Understanding key business challenges working closely with HR Managers, Office Managers, DPC
~ Manager and business support functions
~(Seeking opportunities and support from all offices to leverage the Apprenticeship Scheme for secretarial roles
~ Building an external network to maintain a comprehensive overview of the market including benchmarking salaries and incentives against competitors
~ Championing changes as directed within the firm's management and acting as a positive force within the firm
~ Taking responsibility for attracting and retaining secretarial services talent


Direct line management of ASSMs coaching and supporting their development to ensure they are equipped to manage and improve performance in their practice areas
Provide a point of escalation for ASSMs on all people-related issues helping them to identify and resolve any absence, performance, capability or conduct issues in a timely manner (in conjunction with HR)
Provide a point of escalation for ASSMs helping them to ensure practice areas receive proactive service delivery and excellence from their PAs
Take responsibility for overall performance/market salary reviews including moderation across national teams
Take proactive steps to address any concerns regarding the morale and wellbeing of PAs in the department(s)/office
Support ASSMs to manage check-ins, three month and probationary reviews
Review the role of the PA and continue to consult with the business to provide an effective business aligned administrative service
Provide detailed management reports to measure service levels and improvements against headcount targets
Manage secretarial capacity and utilisation encouraging teamworking and flexibility and agility in resource management
Provide a point of escalation for Heads of Section and Office Managers on any secretarial issues arising within the department(s)/office
Work with Section Heads/Office Manager/ASSMs to regularly review headcount and identify recruitment needs participating in interviews as required
Oversee the induction of all new PAs to the department(s)/office
Communicate and reinforce management messages and demonstrate support for firm values and policies
Support change and positively lead the PA team through any firm wide or department(s)/office changes
Encourage Fee earners to use the relevant technology and adapt their working practices to make most efficient use of PA support to enhance service delivery to clients
Keep abreast of firm wide changes and initiatives by maintaining excellent working relationships with all Business Services teams
Participate in other ad hoc projects and working parties as required by the firm
Previous Secretarial Services Manager experience desired
Project and change management experience desirable
Excellent people management skills and ability to build relationships at all levels
You will work under the firm's hybrid policy, however, the responsibilities of the role may require you to come into the office more often, in accordance with business needs.

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