Secretarial Coordinator - Employment
Secretarial Coordinator Duties and Responsibilities:
Attending interviews and liaising with HR and the relevant fee earners;
Working with the department and HR with resource planning of new and replacement legal operations and support staff.
Advising on cover, workflow and capacity in the department as appropriate.
Maintaining holiday and sickness records;
Maintaining late record;
Following up with those that have not entered absence data
Assisting with Return-to-Work interviews when required;
Arranging Christmas holiday requests for legal operations ensuring cover and fairness;
Monitoring and encouraging attendance of Academy sessions.
Completing new joiner request forms for IT;
Liaising with appropriate departments with regard to inductions/IT/equipment etc.;
First point of contact to settle in new department members;
Introduction to the department and where things are (fire exit, facilities, kitchen);
Introduction to how to use the printers for scanning and copying;
Liaising with Partners and emailing the department to welcome new joiners;
Liaising with appropriate departments regarding leavers, ensuring work is handed over and arrangements are in place for when they leave.
Liaising with IT and Print Room concerning IT equipment or software issues;
Administrator for BigHand;
Attending ad hoc meetings with IT trainers.
Liaising with all relevant parties with regard to departmental desk/room moves;
Acting as a point of contact for trainees and work experience, liaising with relevant departments regarding seat changes and equipment requests;
Effectively communicating any changes to fee earner and legal operations allocations and reviewing when necessary;
Liaising with Building Services to ensure there are fire marshals and first aiders on the floors, and to report issues i.e. desk moves, heating etc.;
Liaising with the Social Impact Team on firm-wide initiatives, e.g. raffle tickets, Christmas collections etc. on behalf of Employment;
Acting as an escalation point for Employment support staff to ensure day to day issues and problems, e.g. training needs, IT issues etc., are solved.
Creating and maintaining the department and legal operations guide;
Attending Secretarial Coordinator meetings to encourage collaboration and the dissemination of good working practices across the department, hosting the meetings and typing of minutes on occasion;
Assisting with the collation of end of probation feedback from fee earners/supervisors at the mid-point and end of probation period to send to HR;
Involvement and involving others in ad-hoc project work arising in the department and Firm.
Secretarial/PA Duties and Responsibilities:
To provide all aspects of general administrative support including, but not limited to, diary management, travel planning, expenses, maintenance of calendars and contact lists, management of client files and folders, filing, photocopying, arranging couriers and updating contacts on Interaction;
Plan, coordinate, schedule internal/external meetings and conference calls (UK and overseas);
Overseeing and prioritising incoming email, post and voicemail when fee earners are out of the office, acknowledging receipt and responding on behalf of the fee-earner, if appropriate;
Dealing with all internal and external clients in a timely, professional and courteous manner;
Prepare and type, proofread and amend documents including, but not limited to letters, reports, attendance notes, memos, faxes, and emails, ensuring that all copies (electronic and paper) are retained and filed accurately;
Opening and closing of files as required;
Managing the filing system for fee earners (paper and electronic) by ensuring all relevant documents are sorted and accurately filed regularly. Also managing closed files, ensuring these are effectively archived;
Preparing and sending e-mails to include attaching documents, printing and filing of incoming e-mails, attachments and confirmations;
Offering assistance to others in the department as required;
Maintain routine billing records, prepare billing guides and assist with the monthly billing process;
Checking accounts system for monies on account and checking to see whether bills have been paid;
Provide assistance to other Partners and fee earners during the absence of other secretaries/PPAs in the team, as and when required.
For more information please contact Lauren Quarrington