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Group Secretary (Structured Finance Group)


Linklaters
Location: London
Job type: Permanent
Category: Company Secretary Jobs
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Purpose

• Responsible for the provision of a high quality secretarial service.
• To support the Secretarial Services Manager to ensure the Secretarial Services function consistently provides the highest quality support to the business, with the agility to adapt to changing business demands.

Key Dimensions

• Directly manages approximately 5-18 secretaries and is required to demonstrate clear leadership capability in all areas of performance and development.
• Has responsibility (with Secretarial Services Manager) for managing secretarial headcount in line with budget. Is required to proactively identify resourcing issues (over/under capacity) and seek to resolve these as well as generally supporting the cross London drive towards increasing flexibility of secretarial resources.

Key responsibilities and challenges

People and Resource Management

Resourcing

Ensure the Group is efficiently resourced; that work is allocated effectively across all the available secretarial resource and that surplus capacity is reallocated within the Group / Division / Firm where appropriate.
Allocate and follow-up additional tasks and jobs across the secretaries in the Group.
Monitor secretarial resource needs of the Group including cover for both planned and unplanned absences.
Recruit the best secretaries for the Group; conduct interviews; make recruitment decisions in conjunction with the Secretarial Services Manager; coordinate induction of secretaries joining the Group / sub-Group (including those joining on a temporary basis).
Match secretaries to appropriate principals; monitor and maintain budgeted ratios.
Manage the allocation of overtime within the Group and liaise with other Group Secretaries and/or Secretarial Services Manager to secure sufficient resource.

Performance Management

Manage the annual appraisal process for secretaries. This includes:
managing the entire process through Sophia; co-ordinating feedback from nominees; writing up composite forms; benchmarking across the group; conducting appraisal meetings and agreeing development objectives.
Work with the Secretarial Services Manager and HR to manage the salary review process for direct reports.
Conduct mid-year reviews, and hold regular performance meetings with secretaries to review development objectives.
Assist with the on-going development of secretaries within the group by the setting and monitoring of objectives, acting as coach and/or mentor.
Assess training needs and liaise with the Secretarial Services Manager to ensure the framework of Learning & Development for the Secretarial Services function is fit for purpose.
Deal with employee relations issues in conjunction with Secretarial Services Manager and the HR Employee Relations team.
Absence/Attendance management
Monitor secretarial sickness absence and timekeeping in the group and undertake review meetings where appropriate. Ensure consistent London-wide application of policies in relation to sickness absence. Seek guidance from HR Employee Relations team as appropriate.
Monitor holiday in SAP and highlight any issues to the Secretarial Services Manager.

Communication

Represent secretaries at functional level, taking responsibility for capturing the views of the secretaries.
Ensure London/firm-wide policies are circulated and understood within the secretarial group and that they are consistently applied. Attend Group Secretary meetings as required and cascade information to direct reports.
Proactively network with other Group Secretaries by attending meetings both Practice and Firm wide to achieve a consistently high level of service.

Group Administration

Review processes and procedures that impact the Group and make recommendations to increase efficiencies, including monitoring costs.
Co-ordinate and monitor input to SAP for the group.
Coordinate and monitor group stationery supplies – ensuring alignment to budget.
Manage all administrative matters relating to people joining/leaving the group - including, if appropriate, coordination of office moves and seating plans (i.e. trainee seat moves, new arrivals/departures and overseas secondments) with the Space Planning Team and monitoring space levels with relevant Partner.
Act as a point of contact within the group drawing on experience to deal with and resolve a wide range of queries including new client enquiries.
Manage secondee matters in consultation with Group Secondment/HR Partner and HR Advisory - including ensuring completion of timesheets for all secondees on group headcount.
Record and monitor absence, training and holiday approvals on behalf of the group, including Partners, Associates and Trainees, as required.
Maintain group contact details/staff lists.
Coordinate/Produce group busyness reports for associates.
Arrange group meetings, lunches, etc as and when required. Take responsibility for organising/co-coordinating group social functions including Christmas parties.
Coordinate inductions for all new starters in the group; coordinate training, equipment and computer logons, prepare new starter packs and deliver presentations.
Provide proactive support to Partners by managing work relationships, helping to maintain morale and providing front line support by dealing with any ad hoc queries or issues.
Assist in the management of the appraisal process for Associates if required.
Contribute to the smooth running of the group by identifying and completing appropriate projects including assisting Secretarial Services Manager and Business Services Managers in project work as and when required..

Legal Secretarial Skills

Technical Skills
Provide a high level secretarial and administrative service to Principals as required. Demonstrate a sound understanding of the legal secretarial role.

Character

Excellent people management skills and ability to build relationships at all levels

Ability to gain trust and confidence of client groups

Displays common sense and uses initiative to challenge and develop new ways of doing things

A committed team player and able to lead by example

Strong communication and interpersonal skills

Excellent organisational skills and attention to detail

Integrity and ability to maintain confidentiality

Ability to cope with pressure and conflicting demands on time

Confident and professional

Resilient

Proactive and enthusiastic

Displays tact and diplomacy

Flexible and receptive to change in line with business demands

Education / Qualification
Minimum 5 GCSEs or equivalent

Practical Experience
Strong secretarial or administrative experience in a professional services environment

#LI-RS
Purpose

• Responsible for the provision of a high quality secretarial service.
• To support the Secretarial Services Manager to ensure the Secretarial Services function consistently provides the highest quality support to the business, with the agility to adapt to changing business demands.

Key Dimensions

• Directly manages approximately 5-18 secretaries and is required to demonstrate clear leadership capability in all areas of performance and development.
• Has responsibility (with Secretarial Services Manager) for managing secretarial headcount in line with budget. Is required to proactively identify resourcing issues (over/under capacity) and seek to resolve these as well as generally supporting the cross London drive towards increasing flexibility of secretarial resources.

Key responsibilities and challenges

People and Resource Management

Resourcing

Ensure the Group is efficiently resourced; that work is allocated effectively across all the available secretarial resource and that surplus capacity is reallocated within the Group / Division / Firm where appropriate.
Allocate and follow-up additional tasks and jobs across the secretaries in the Group.
Monitor secretarial resource needs of the Group including cover for both planned and unplanned absences.
Recruit the best secretaries for the Group; conduct interviews; make recruitment decisions in conjunction with the Secretarial Services Manager; coordinate induction of secretaries joining the Group / sub-Group (including those joining on a temporary basis).
Match secretaries to appropriate principals; monitor and maintain budgeted ratios.
Manage the allocation of overtime within the Group and liaise with other Group Secretaries and/or Secretarial Services Manager to secure sufficient resource.

Performance Management

Manage the annual appraisal process for secretaries. This includes:
managing the entire process through Sophia; co-ordinating feedback from nominees; writing up composite forms; benchmarking across the group; conducting appraisal meetings and agreeing development objectives.
Work with the Secretarial Services Manager and HR to manage the salary review process for direct reports.
Conduct mid-year reviews, and hold regular performance meetings with secretaries to review development objectives.
Assist with the on-going development of secretaries within the group by the setting and monitoring of objectives, acting as coach and/or mentor.
Assess training needs and liaise with the Secretarial Services Manager to ensure the framework of Learning & Development for the Secretarial Services function is fit for purpose.
Deal with employee relations issues in conjunction with Secretarial Services Manager and the HR Employee Relations team.
Absence/Attendance management
Monitor secretarial sickness absence and timekeeping in the group and undertake review meetings where appropriate. Ensure consistent London-wide application of policies in relation to sickness absence. Seek guidance from HR Employee Relations team as appropriate.
Monitor holiday in SAP and highlight any issues to the Secretarial Services Manager.

Communication

Represent secretaries at functional level, taking responsibility for capturing the views of the secretaries.
Ensure London/firm-wide policies are circulated and understood within the secretarial group and that they are consistently applied. Attend Group Secretary meetings as required and cascade information to direct reports.
Proactively network with other Group Secretaries by attending meetings both Practice and Firm wide to achieve a consistently high level of service.

Group Administration

Review processes and procedures that impact the Group and make recommendations to increase efficiencies, including monitoring costs.
Co-ordinate and monitor input to SAP for the group.
Coordinate and monitor group stationery supplies – ensuring alignment to budget.
Manage all administrative matters relating to people joining/leaving the group - including, if appropriate, coordination of office moves and seating plans (i.e. trainee seat moves, new arrivals/departures and overseas secondments) with the Space Planning Team and monitoring space levels with relevant Partner.
Act as a point of contact within the group drawing on experience to deal with and resolve a wide range of queries including new client enquiries.
Manage secondee matters in consultation with Group Secondment/HR Partner and HR Advisory - including ensuring completion of timesheets for all secondees on group headcount.
Record and monitor absence, training and holiday approvals on behalf of the group, including Partners, Associates and Trainees, as required.
Maintain group contact details/staff lists.
Coordinate/Produce group busyness reports for associates.
Arrange group meetings, lunches, etc as and when required. Take responsibility for organising/co-coordinating group social functions including Christmas parties.
Coordinate inductions for all new starters in the group; coordinate training, equipment and computer logons, prepare new starter packs and deliver presentations.
Provide proactive support to Partners by managing work relationships, helping to maintain morale and providing front line support by dealing with any ad hoc queries or issues.
Assist in the management of the appraisal process for Associates if required.
Contribute to the smooth running of the group by identifying and completing appropriate projects including assisting Secretarial Services Manager and Business Services Managers in project work as and when required..

Legal Secretarial Skills

Technical Skills
Provide a high level secretarial and administrative service to Principals as required. Demonstrate a sound understanding of the legal secretarial role.

Character

Excellent people management skills and ability to build relationships at all levels

Ability to gain trust and confidence of client groups

Displays common sense and uses initiative to challenge and develop new ways of doing things

A committed team player and able to lead by example

Strong communication and interpersonal skills

Excellent organisational skills and attention to detail

Integrity and ability to maintain confidentiality

Ability to cope with pressure and conflicting demands on time

Confident and professional

Resilient

Proactive and enthusiastic

Displays tact and diplomacy

Flexible and receptive to change in line with business demands

Education / Qualification
Minimum 5 GCSEs or equivalent

Practical Experience
Strong secretarial or administrative experience in a professional services environment

#LI-RS
Apply

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