Complementary Services and Resourcing Coordinator

at  Lewis Silkin LLP

Term:

Permanent
Reports to:

Secretarial Coordinator
Department:
Employment
Location:

Flexible - must be able to travel to one of our offices on a weekly basis
The firm
Lewis Silkin works with leading businesses to protect and enhance their most important assets - their ideas, their people, their brand and their future. We call it: Ideas. People. Possibilities.
With offices in London, Oxford, Manchester, Leeds, Cardiff, Belfast, Dublin and Hong Kong, we are recognised by clients and industry alike as being distinct for our unique culture, market-leading practice areas, sector focused approach and for providing solutions to complex, multijurisdictional business challenges, with a pragmatic and human touch. We have two things at our core: people — both ours and our clients’— and a focus on creative, tech and innovative businesses.
Our culture is encapsulated by an ethos of bravery and kindness, guided by our values of Integrity, Clarity, Unity and Excellence (our ‘I-CUE’). We aim to provide a supportive environment for our people, clients and wider community and embrace diversity & inclusion, ensuring people are able to bring their full selves to work.
The department
The Employment, Immigration and Reward Division is one of the leading employment law practices in the UK and consistently top ranked by independent legal directories, we have more recognised experts in employment than any other UK firm. With over 150 lawyers, Lewis Silkin’s employment and immigration team offers an unrivalled service supporting clients, including many of the world’s leading businesses, on their HR, employment and immigration law needs domestically and internationally.
The work of the team as a whole is a mix of contentious and non-contentious matters, for a wide range of clients. The lawyers undertake a significant amount of business development and knowledge-sharing including giving seminars, training the team and creating content for various channels and publications. There is a significant international element to the Division’s work, largely on account of its membership of the Ius Laboris international alliance of employment lawyers.
Responsibilities
This is a newly created role within our growing Employment Legal Practice Group. The main purpose of the role is to support the coordination and administration of our Resourcing and Complementary Services teams, including our HR Consultancy, client training and client secondment services. This will be a fast-paced, varied role offering the opportunity to work closely with a number of key stakeholders and liaise with clients directly.

EXPERIENCE REQUIRED:

Candidates should have at least three years’ experience in a legal secretarial or administrative role.

ABILITIES AND DESIRED QUALITIES:

• Good eye for detail – a high level of accuracy is essential;
• Excellent organisational and administration skills – must be highly organised and able to organise others;
• Ability to manage a heavy workload and support a number of people;
• Ability to work to tight deadlines in a pressurised environment;
• A confident and natural communicator - able to communicate at all levels;
• Ability to be proactive and to work on own initiative without guidance but seeking help if necessary – confidence to use own judgement in relation to current duties, client needs, etc;
• Team player and enthusiastic – flexible and willing to take on extra responsibilities to support divisional or firm objectives.

IT SKILLS REQUIRED:

• Proficient IT skills – Microsoft Office 365; Word, Excel, Outlook, PowerPoint, Teams, Sharepoint, PDF Docs, Word Compare (Deltaview), document management systems and practice management systems, although full in-house training will be provided.

EDUCATIONAL AND PROFESSIONAL QUALIFICATIONS REQUIRED:

• Good grammatical English - at least to GCSE standard or equivalent.
  Additional information
  At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to finding the right person for this role and are open to discussing flexible working patterns and office location.

• First point of contact for client secondment requests, ensuring that these are actioned appropriately with relevant stakeholders in a timely manner.
• Maintain accurate records of all client secondments, making sure that internal trackers and budgets are kept up to date.
• Assist with collation of monthly timesheets for secondees where relevant, preparing accurate payroll spreadsheets and liaise with payroll team as appropriate.
• Schedule periodic check-in meetings with those on secondment.
• Support with the creation of contracts and/or engagement letters for clients, consultants and secondees.
• Manage queries from consultants in relation to IR35 compliance and liaise with consultants regarding insurance and VAT requirements on a quarterly basis.
• Support with administrative elements of resource management for new joiners.
• Support with document production, including strategy documents, guidance notes and project plans.
• Work alongside Business Development colleagues as appropriate to provide end-to-end support for training events, including but not limited to marketing events, managing attendees, answering queries and invoicing.
• Support with monthly billing processes and matter/file opening.
• Schedule appointments with relevant stakeholder groups.
• Arrange travel as required.
• Any other tasks required in line with the level of the role.