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Secretarial Coordinator

2 months ago

London, Greater London, United Kingdom Lewis Silkin Full time
Job Title: Secretarial Coordinator

At Lewis Silkin, we are seeking a highly skilled and experienced Secretarial Coordinator to join our team. This role is a dual-purpose position, combining Coordinator responsibilities with secretarial support for busy fee earners.

About the Firm

Lewis Silkin is a leading law firm with a unique culture and market-leading practice areas. Our culture is encapsulated by an ethos of bravery and kindness, guided by our values of Integrity, Clarity, Unity, and Excellence (our 'I-CUE').

Key Responsibilities
  • Coordinate fee-earners' secretarial and administrative needs across the team, making decisions on workload and delegating to other support services as appropriate.
  • Maintain and review secretarial allocations to ensure the required support is in place across England and Wales, identifying resourcing and recruitment needs as necessary.
  • Work closely with the Talent Acquisition team on recruitment activity for secretarial positions across the England and Wales offices for relevant practice groups.
  • Undertake the annual appraisal review process for secretarial staff in the E&W allocated teams, conduct regular review meetings throughout the year to provide ongoing feedback and support the achievement of business and individual objectives.
  • Supervise and develop career development plans for all members of the team, supporting and guiding new team members as well as generally mentoring all team members.
  • Proactively manage absence or performance issues within the team, liaising with the HR Business Partnering team as appropriate and ensuring holiday and absences are recorded accurately.
  • Sensitively manage all people matters in the team with the support of the HR Business Partnering team as appropriate, ensuring confidentiality is always maintained.
  • Ensure the effective application of the firm's secretarial service promise by both secretaries and fee earners.
  • Be proactive in designing and implementing ways to improve processes and ways of working to contribute to the continual improvement of secretarial support.
  • Hold regular meetings with the secretaries, keeping them informed of important plans and updates and endorsing attendance at training opportunities.
  • Build and maintain relationships with Office Managers and secretarial teams in other Legal Practice Groups.
PA/Secretarial Responsibilities
  • Schedule internal and external meetings and maintain diaries of any allocated fee earners, ensuring that all arrangements are in place and any required materials and documentation are prepared in good time.
  • Act as the first point of contact for the firm's clients, dealing with them efficiently and professionally and helping to resolve queries or issues wherever possible.
  • Build sufficient knowledge of the firm's strategy, legal service, and products, as well as the relevant files and matters to be able to support allocated fee earners to assist clients when they are unavailable or out of the office.
  • Ensure sensitivity and confidentiality when dealing with clients, colleagues, and private matters on behalf of allocated fee earners.
  • Coordinate billing/credit control and accounting matters relating to clients of allocated fee-earners, including drafting bill requests and chasing clients for payment of unpaid bills as required.
  • Assist in the production of materials for management meetings as required from time to time in relation to secretarial resources and function of the E&W offices.
  • Assist with marketing activities as required by allocated fee-earners, including liaising with the Marketing team and assisting with the preparation for seminars and other events as required.
  • Take an active part in developing own role, ensuring suitable training is undertaken.
  • Assist with workload of secretarial colleagues as required.
  • Involvement in firm-wide projects as required.
Candidate Profile

The successful candidate must have proven experience in a similar Secretarial Coordinator/management role, ideally within a legal environment. They will also have a breadth of experience in providing a high level of secretarial support to allocated professionals.

  • An executive legal PA will usually have at least five years' legal secretarial experience (ideally within the relevant area of law) with at least three years' working at a senior level.
  • Previous experience of supervising the work of others or coordinating a team.
  • Excellent typing skills (at least 70 wpm audio/copy typing) as well as accurate numeracy skills.
  • Good eye for detail; a high level of accuracy is essential.
  • Excellent organisational and administration skills; must be highly organised and able to organise others.
  • Ability to manage a heavy workload and support a number of people.
  • Ability to work to tight deadlines in a pressurised environment.
  • A confident and natural communicator; able to communicate at all levels.
  • Ability to be proactive and to work on own initiative without guidance but seeking help if necessary; confidence to use own judgement in relation to current duties, client needs, etc.
  • Ability to motivate and train other members of the secretarial team.
  • Team player and enthusiastic; flexible and willing to take on extra responsibilities to support allocated fee-earners and business objectives.
IT Skills Required
  • Proficient IT skills - Office 365, Word, Excel, Outlook, PowerPoint, Sharepoint, PDF Docs, Word Compare (Deltaview), document management systems, and practice management systems.
Educational and Professional Qualifications Required
  • Good grammatical English - at least to GCSE standard or equivalent.

At Lewis Silkin, we strive to do the best for our clients, our people, and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients.