Secretarial Team Leader

• Creating and amending documents, correspondence and emails, to a high degree of accuracy and to tight deadlines
• Opening new files through Intapp Open, identify and collect the required KYC documents for new clients
• Scheduling meetings with clients, booking meeting rooms, video conferencing etc
• Liaising with other departments, following up on queries from fee earners
• Managing partner / fee earners' diaries and travel arrangements (flights/taxis/hotel accommodation)
• Co-ordinate the billing process on behalf of the partner, liaise with the casehandlers in respect of any changes and instructions to finance to finalise the invoices; sending invoices out to clients
• Liaising with the translations' department and corporate services' department
• Assisting fee earners with adding time entries on Intapp Time
• Liaising with clients and their secretaries
• Assisting fee earners with administrative tasks including expenses
• Updating the firm's client database on Interaction

• Responsible for secretarial allocation, ensuring workflow is maintained, making changes as necessary
• Monitor workload, ensuring work is evenly distributed. Evaluate on a regular basis and discuss with secretaries to ensure no under/overcapacity, thus ensuring secretarial services are being used as efficiently as possible
• Ensuring all deadlines are met within the team
• Authorise leave for the team, ensuring adequate resources are maintained to cover the workload

• Provide test material for interviews and assess results
• Manage and facilitate the interview process for secretaries
• Provide training for new secretaries as necessary and making sure each secretary attends all mandatory training
• Monitor performance during probationary period, ensuring work is produced according to housestyle
• Monitor performance and attitude of secretaries on an ongoing basis and give feedback for reviews
• Be confident in your communication when speaking with the partners and case handlers with regards to any concerns they may have

• Participate in new joiner process and ensure partners, fee earners and secretaries are properly integrated; ensure new joiners have the necessary access to the relevant software, training and documents for their role
• Ensure buddy system is working and assist with integration of new secretaries into the team
• For partners and fee earners ensure that the relevant meetings and introductions with key team members are arranged, on-going training of the systems and regular check-ins for the first couple of months

• Attend group meetings where appropriate (practice group, partner, secretarial, admin)
• Put forward ideas to improve working practices
• Work with other Team Leaders to manage secretarial services across the firm
• Liaise with management and HR on any performance related issues
• Inputting towards secretarial reviews, obtaining feedback and producing summaries and assisting in their development and objectives for the coming 6-12 months ahead
• Attending team leader meetings
• Arranging secretarial meetings within the department and within the firm
• Maintain holiday and sickness records for the wider team (partners and fee earners)
• First point of contact for all partner/fee earner/support queries as well as other departments throughout the office
• Inputting to management projects on the secretarial function
• Identify appropriate training opportunities and encourage team members to attend sessions to support their personal and technical development

• Good standard of education; a secretarial qualification is desirable
• At least 3-5 years of experience as a senior legal secretary in a law firm
• Prior supervisory/coaching role experience
• Good delegator and comfortable in a supervisory role
• Strong communication and interpersonal skills
• Excellent IT skills in MS Office
• Organised and able to work to tight deadlines
• Able to work independently or as part of a team and carry out all duties with total confidentiality

Clyde & Co