Herbert Smith is an international law firm with offices in Abu Dhabi, Bangkok, Beijing, Brussels, Dubai, Hong Kong, London, Moscow, Paris, Shanghai, Singapore and Tokyo.
Additionally, we have a formal alliance with the German firm, Gleiss Lutz, and the Dutch and Belgian firm, Stibbe. This alliance enables us to provide a seamless domestic and cross-border service to the three firms’ respective clients. We also have strong relationships with leading firms in other major European economies, including Cuatrecasas in Spain.
In Asia, we have associated offices in Jakarta (Hiswara Bunjamin & Tandjung). In the highly important US market, we have established relationships with firms across the continent including Cravath, Swaine & Moore, and Simpson Thacher & Bartlett.
Herbert Smith's clients include multinational companies, banks and other financial institutions, sovereign states and government agencies.
Overall, Herbert Smith employs over 2,500 people worldwide. Of these over 1,000 are qualified lawyers. There are over 240 partners.
The IS Department
The IS Department is headed up by George Kalorkoti, Group CIO and is structured into five functions comprising Business Projects, Applications, Technology, Customer Services and Training & International. The department has a headcount of 133 world-wide, of whom 119 are in the UK.
The department plays an integral part in helping the firm to provide the highest standard of legal advice and services to its clients.
The Role
Based in Shanghai, an opportunity has arisen to recruit an IS Analyst, who is a highly motivated and enthusiastic team player. The person appointed will be based in Shanghai and will be responsible for direct support and training in all aspects of Information Systems in the Shanghai and Beijing offices when required.
This includes, but is not exhaustive of deploying IS projects, providing software, hardware, networks and server support, and training. It is envisaged that over 90% of the time will be spent in the Shanghai office, however this may vary depending on the IS support required in Beijing.
This is a permanent full-time position.
Key Responsibilities
Operational Management
- Providing support and guidance to partners and staff on IS matters
- Visiting legal and support staff at their desks when necessary, to provide one-to-one assistance to resolve problems or provide training/awareness of the systems
- Providing IS training to new and existing staff to ensure they are able to use the IS systems effectively
- Ensuring that support calls are dealt with in a timely and professional manner and that all calls are logged in Infra, the Helpdesk Call Management application
- Overall support for all IS hardware and software in the office, including the Mitel telephony system, fax and photocopiers
- Managing the set-up of the Audio Visual equipment in the conference rooms as and when required by clients and staff. Troubleshooting any issues and escalating as appropriate
- Dealing effectively with third party maintenance/support companies where necessary
- Support for all approved software applications used within the office
- Support for all hardware ensuring faulty equipment is repaired, and ensuring necessary equipment is kept in stock
- Maintaining an asset register and ensuring it is managed effectively and replenished within the required timescales
- Carrying out installations of new software and co-ordinating the implementation of new machines around the office
- Working with the automated build procedure to configure and prepare laptops and desktop PCs
- Maintaining backups and working closely with IS support staff in Hong Kong and London.
Business Focus
- Gaining the trust and confidence of the partners in Shanghai so as to act as a trusted focal point on IS issues and the needs of the office
- Implementing regular Training Needs Analysis (TNA) for the office. Identifying areas where different methods of training can be employed to enable staff to get the maximum benefit from the systems. Establishing a formal training programme
- Identifying through various methods (e.g. focus groups, 1-1), the systems requirements of the business and ensuring these are considered as part of any global project or activity.
Project Management
- Working closely with the Business Projects team in London and the team in Hong Kong, to ensure projects are completed successfully to agreed deadlines
- Maintaining regular communication with the Senior Regional IS Manager on the status and progress of projects.
Reporting & Communication
- This position is part of the Information Systems Department (ISD). From an ISD perspective it reports to the Regional Senior IS Manager, with a day to day reporting line to the Managing Partner. The successful applicant will need to maintain regular reporting to both parties on a regular basis.
- Identifying and communicating current business issues and initiatives along with other relevant information to ensure ISD is focusing on the key business needs of the region.
Escalation
- Escalating to Hong Kong and London ISD , where necessary, any IS issues that cannot be resolved cost effectively locally
- Ensuring Partners and staff in the region are regularly updated of progress on issues they may raise.
The successful applicant will spend an initial period, and thereafter as necessary, in the IS department in the London office to familiarise themselves with Herbert Smith IS systems and working practices and to establish close working relationships with the Information Systems Department in London.
Person Specification
Work-based Competencies
- Experience of Role. Must be able to demonstrate success in a similar role. Candidate must demonstrate ability to deliver outstanding service in a high-pressure environment working in a relatively small office of a medium to large organisation.
- Technical. Proficiency in Windows XP, Office 2003 and Office 2007 Applications. Good understanding of server and network hardware configuration and administration, or ability to achieve these skills quickly.
- Skills. Excellent people skills with the ability to influence, persuade and negotiate both internally and externally at all levels. A positive, proactive approach to injecting enthusiasm and energy into the working environment
- Industry knowledge. Experience of a law firm, or of working in a professional services environment (e.g. consulting or accounting) would be a distinct advantage, although not essential.
- Qualification. Good educational background, with a high level of achievement and preferably to degree standard or professional qualification or accreditation.
Behavioural Competencies
- Able to build and maintain strong relationships with partners, fee earners and everyone in ISD
- Excellent interpersonal skills, including effective verbal and written communication in both English and Mandarin, and strong influencing and networking skills
- Positive attitude towards customer service
- Strong teamwork skills and able to work under own initiative when required
- Patience and the ability to remain calm under pressure
- Good technical understanding of information systems issues
- Able to analyse business and systems issues and communicate them effectively at all levels of the firm
- "Can do" attitude, focused on meeting deadlines and on high quality deliverables.
- Flexible approach to working hours and travel.
