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Secretarial Manager

2 months ago

Reading, Reading, United Kingdom Hays Specialist Recruitment Limited Full time
About the Role

This is a new position created to provide targeted and expert support to the administrative population, focusing on training, development, and performance. The role will also involve resource management across all teams and offices.

Key Responsibilities
  • Secretarial Support:
    • Provide administrative support to up to four fee earners on a daily basis, with additional fee earners visiting regularly.
    • Manage monthly billing, including producing and amending billing guides, transferring time as required, creating invoices, and sending to accounts for addition to the billing system.
    • Perform general typing tasks, including audio and copy typing, letters, emails, witness statements, attendance notes, and legal documents.
    • Prepare court bundles and visa applications.
    • Open new client files, send out new engagement forms, and handle money laundering regulations.
  • Resource Management:
    • Allocate administrative work across all offices.
    • Ensure sufficient levels of cover are available during unplanned absence or holidays.
    • Recruit administrative/secretarial employees in conjunction with the HR Manager and Head of Administration.
    • Manage all administrative employees, including implementing and managing procedures, acting as a first line of support, and escalating issues as necessary.
    • Support the team during system/process changes, acting as a positive role model.
    • Ensure administrative employees complete their file opening administration tasks.
    • Hold and lead monthly administrative meetings and ensure effective communication with management.
    • Share knowledge and experience with the administrative population to further their career progression.
    • Motivate and inspire the administrative population to help them reach their potential and work together to achieve the firm's goals.
    • Act as an advocate for the administrative population.
    • Liaise with other areas of the firm, including accounts, practice team leaders, and IT, to ensure the smooth running of the billing process and develop effective solutions to issues.
    Requirements
    • Minimum of five years' prior experience in a secretarial or similar role.
    • Excellent attention to detail.
    • A flexible, 'can and will do' attitude.
    • Strong oral and written communication skills.
    • Ability to communicate clearly and in a professional manner.
    • Excellent client care approach.
    • Ability to work in a fast-paced environment and manage a busy workload.
    • Being able to manage client and colleague expectations effectively.
    • Excellent organisational and prioritisation skills.
    • Being able to work independently and part of a team.
    • Ability to multi-task and manage sensitive documents.
    • Strong IT skills.