Description

In supporting our client who is a reputable international law firm, this role will be responsible for the day to day management of the legal secretaries who collectively provide first class professional support to the partners/fee earners in the office, working closely with the Office Services Manager who is responsible for the delivery of this service.  Candidates who are immediately available would be preferable.

Resource and Workflow Management

• Managing the secretarial resource and work processes to ensure that fee earners have access to an effective legal support service at all times.
• Managing peaks and troughs in the workload, allocating work appropriately and ensuring that the individual secretarial workload is balanced.
• Regularly reviewing the legal support service levels with Practice Managers.
• Allocation of secretaries to fee earners and secretarial buddy groups.
• Allocation and monitoring of the Saturday on duty and holiday on-call system.
• Ensuring cover is provided for fee earners during absence (sickness, holidays, maternity) of secretaries.
• Managing the HK Document Production Unit (DPU) to ensure continuity of service levels across day and night shifts.
• Managing the interface between secretaries and the DPU (London, Delhi/New York), taking corrective action when required.
• Assisting in recruitment process for new secretaries.
  
  

Performance Management and Career Development

• Review of individual secretarial team performance and support for their career development.
• Organizing (and delivering if required) tailored induction programmes for new secretarial staff.
• Briefing new secretarial staff best working practices and performance standards.
• Review performance and training needs of new joiners after 3 months and work out a development plan where appropriate.
• Ensuring that training needs are delivered in line with firm's policy and strategy.
• Collecting feedback from individual fee earners during appraisal process including setting up, taking notes in the appraisal meetings and finalizing the appraisal.
• Addressing performance management issues by liaising with the Office Services Manager.
• Assisting in developing and reviewing a development and training plan for each secretary where applicable.

Ad hoc duties

• Assisting in local office services duties/projects as and when required.

Qualifications

• A minimum of 12 years of  experience with at least 8 years in a global legal environment.
• Preferably with experience of managing a team.
• Proficient in Microsoft Office applications (Word, PowerPoint, Excel and Outlook).
• Excellent command in both spoken and written English.
• Meticulous, proactive and highly motivated team player.
• Able to build rapport with stakeholders.