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Administrative Manager
2 months ago
We are seeking an experienced Administrative Manager to join our team at Hays Specialist Recruitment Limited. As an Administrative Manager, you will be responsible for providing targeted and expert support to our administrative population, ensuring they have the necessary training, development, and performance support to excel in their roles.
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, as well as typing legal documents and preparing court bundles and visa applications.
- Open new client files, send out new engagement forms, and deal with money laundering regulations.
- Resource Management:
- Allocate administrative work across all offices, ensuring sufficient levels of cover are available during unplanned absence or holiday.
- Recruit administrative/secretarial employees in conjunction with the HR Manager and Head of Administration.
- Manage all administrative employees, including implementing and managing administrative procedures, acting as a first line of support, and escalating issues as necessary.
- Hold and lead monthly administrative meetings, ensuring 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, gathering feedback and carrying out performance reviews in conjunction with the Head of Administration.
- Liaising with Other Areas:
- Liaise with accounts to ensure the smooth running of the billing process and develop effective solutions to issues as they arise.
- Liaise with practice team leaders to ensure resources are available and equitably delivered according to need.
- Liaise with IT to ensure the appropriate level of training and support for new software and processes, feeding back on technology issues and helping IT create solutions.
- Liaise with HR to ensure people management best practices are implemented and the administrative team remains engaged, motivated, and supported.
- Minimum of five years' prior experience in an administrative 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.
