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Administrative Services Manager

Type: Permanent
Salary: £75,000 - 84,000 per annum
Location: London

Owen Reed are recruiting for an Administrative Services Manager to join a top law firm in London. The Administrative Services Manager (ASM) will oversee, manage and co-ordinate the secretarial service, administration and reception in the London Office. 


The ASM will call on all necessary resources to facilitate a smooth and accurate workflow. This person will be principally responsible for all aspects of the secretarial, administration and reception services including staffing, induction training, employee relations, assignment of tasks, performance evaluations, individual development, absence management, employee relations and cost control.


PERSONAL CONTACTS: 

Regular and detailed contact with the Director of Administration as well as partners and fee earners. Daily contact and management of Reception and Support staff.


ESSENTIAL JOB FUNCTIONS:


Management Duties:

•    Manages the reception and Legal Team Assistant teams in London, including evening secretaries and Legal Team Administration Assistants.

•    Allocates secretarial resources as necessary for resident and visiting fee earners and monitors fee earner and secretarial assignments and ratios.

•    Ensures that there are sufficient resources at all times – approves all holiday requests, reassigns work and seeks support from elsewhere in the office if necessary.

•    Works in conjunction with the Director of Administration to ensure that resources are aligned to the office’s service strategy.

•    Manages and participates in the development and delivery of change management initiatives and projects.

•    Meets with individual fee earners to ensure a satisfactory level of support is maintained.

•    Oversees performance management and disciplinary matters for team members.

•    Manages the evaluation process for all team members and agrees goals for the next review period.

•    In conjunction with Director of Administration and Human Resources, conducts the annual compensation review for all team members.

•    Acts as the primary contact for sickness absence for team members.

•    Conducts monthly secretarial team meetings to foster a sense of teamwork and cooperation.

•    Ensures the well-being of team members in the office, including the induction process for new starters, counselling and providing advice.

•    Maintains attendance, holiday and sickness records through Workday.

•    Monitors and authorises overtime and expenses for all team members.

•    Monitors and maintains a healthy, safe and secure workplace.


Recruitment:

•    Identifies future staffing requirements in consultation with department and Administration heads.

•    Identifies, screens and interviews candidates in collaboration with Human Resources.


General Duties:

•    Identifies own development needs and prepare, agree, implement and review development plans.

•    The Administrative Services Manager must be contactable out of hours and be flexible and prepared to work additional hours to meet client needs in times of urgency, taking on ad hoc duties as required.


KNOWLEDGE SKILLS AND ABILITIES:

•    Confidence and professionalism in supervising administrative staff and assigning tasks

•    Knowledge of management best practices and basic employment legislation

•    Ability to prioritise competing demands in a pressurised environment on a regular basis

•    Knowledge of the firm’s policies and procedures

•    Excellent written and verbal communication skills

•    Knowledge of Word 2013, including styles, tables, track changes and MacPac add-ons

•    Knowledge of Interaction (DechertCRM)

•    Knowledge of the firm’s billing procedures

•    Knowledge of PowerPoint and Excel

•    Excellent attention to detail and proof-reading skills

•    Ability to prioritise and co-ordinate own work

•    Ability to maintain confidential information

EDUCATION AND EXPERIENCE:

•    Graduate or very good secondary education

•    8 years secretarial experience in the professional services sector – preferably legal

•    Preferably 2-3 year’s supervisory and/or secretarial team coordination experience


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