Legal Secretary

3 weeks ago

London, United Kingdom Owen Reed Full time

Owen Reed are looking to recruit a professional and motivated Library and Information Services Manager to join a top law firm in London.

Reports to: Head of Knowledge. Liaising with Knowledge Development Lawyers, Knowledge Co-ordinator, Partners/Counsel responsible at group level for Knowledge, IT Training team, Learning & Development team, BD & Marketing team and other stakeholders acrossthe business.

Department: Knowledge

Hours: Normal office hours are 9.30am - 5.30pm (flexibility required)4 days per week minimum

Job summary

Main duties and responsibilities

RESOURCE PROCUREMENT AND MANAGEMENT
- Providing high-quality, cost-effective information services to support legal and business development research needs.
- General management of online and hard-copy resources
- Ensuring that we are getting the best value from our resources, including critically analysing the data available as to usage.
- Actively managing the budget for and procurement of library and information resources including negotiating terms, overseeing ordering and invoicing and maintaining a centralised database of key contract terms.
- Continually evaluating our current systems and services and considering ways in which Library and Information Services can be provided in a more efficient and cost-effective way.
- Ensuring data protection, copyright and other relevant legislation and firm policies are adhered to and that potential risk issues are considered and mitigated as far as possible in the management of the Library and Information Services function.
- Proactively monitoring new publications, subscriptions, platforms, digital resources and assessing suitability as against existing resources.
- Maintaining excellent working relations with existing suppliers and account managers as well as potential vendors.
- Managing central library catalogue (hosted on Simple Little Library System) and fee earner facing online library shelves (hosted on Sharepoint) with a view to establishing a fully integrated system.

INTERNAL TRAINING AND PROMOTION OF RESOURCES AND SYSTEMS
- Championing and promoting information tools and resources across the business, encouraging feedback and ensuring that the Library and Information Services function is responsive to changing needs.
- Managing the appropriate parts of the Joiners Movers Leavers (JML) process, ensuring that all staff have access to relevant resources and providing induction training.
- Regularly training fee earners and other business stakeholders in the use of information tools and resources, including Practical Law, Westlaw, LexisNexis, GlobalX.
- Working to upskill fee earners in good research practice, providing training on available research resources, assisting fee earners by providing recommendations to help them address difficult or bespoke research tasks and arranging delivery of technicalliterature on request.
- Working with the wider Knowledge team, using data from enquiries received to ensure training and development needs are identified and met.
- Regularly liaising with suppliers and account managers to ensure that new developments are understood and fed back to the Knowledge team, fee earners and other relevant stakeholders across the business.
- Creating engaging interactive training content in a variety of formats including user guides and "how to" videos.
- Maintaining relevant intranet pages (hosted on Sharepoint) including developing additional content as required.

CURRENT AWARENESS
- Assisting fee earners with setting up and monitoring current awareness alerts and, at a high level, disseminating industry and legal current awareness news items across the business.
- Reviewing third-party news aggregation tools in the market and considering whether there is a business case for implementation.

FIRMWIDE KNOWLEDGE SHARING
- Building internal and external networks from which to leverage ideas to develop the Library and Information Services function.
- Supporting other knowledge/firmwide projects and collaborating with the wider Knowledge team, other business support functions and legal groups, as required.
- Regularly attending, actively participating in and promoting the work of the firmwide Knowledge & Learning Forum.
- Collecting regular feedback on Library and Information Services function to inform future projects and direction.

Personal attributes and skills
- Prior experience of working in Library and Information Services function in a professional services firm or large corporate organisation.
- Library/information qualification desirable.
- Clear understanding of how information services and knowledge management integrates into a business.
- Good IT skills, an interest in technology and its associated efficiencies.
- Strong negotiation and organisational skills, flexible attitude.
- Confident presenter with ability to think creatively to maximise audience engagement.
- Excellent communication and interpersonal skills with people at all levels of seniority.
- Self-motivated, enthusiastic individual with a proactive approach.
- Calm and efficient under pressure.

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