Term:

Permanent
Working hours:

Full-time
Department:
Office Services
Location:

London
The firm
Watson Farley & Williams is an international law firm advising on complex disputes and transactions through local knowledge and an integrated international network. We have a strong sector focus, combining our technical excellence with deep industry knowledge across Energy, Transport and associated Infrastructure.
The firm has achieved rapid expansion and year-on-year growth owed almost entirely to a focused strategy, strong leadership and the quality of its people. The next stage in the firm’s growth plan is to achieve full-service strength within core sectors across the global platform.
We strive for excellence in all that we do and view investment in our people as key to achieving our business goals and values, which rest on developing deep and long-lasting relationships externally and internally through respect, sharing, communication and integrity.
Our global practice is integrated across our offices in Europe, the Middle East, Asia, Australia and North America delivering consistently high levels of service across borders and locally through a deep understanding of local business customs and culture.
We are committed to creating an inclusive workplace to attract and retain the most talented people from all backgrounds and cultures. We believe in celebrating difference and that people from any background can rise to the top, ensuring opportunities to develop and progress are available for all.
Role overview
The Secretarial Services Manager is responsible for managing and leading the secretarial services function in London and requires first class management, leadership, organisational and interpersonal skills. The successful candidate will be a strong, positive role model and will demonstrate leadership, initiative, enthusiasm, professionalism, as well as the ability to deliver a high-quality service. The role encompasses developing and managing the current services as well as developing longer term strategies and innovation in line with changes in technology and the changing needs of the business.
Essential for success in this role is a collaborative approach and the ability to quickly build and maintain a reputation across the London office and the wider firm as a well-respected person of integrity and good judgement and an ambassador for change and ongoing improvement.
Key activities/responsibilities

To include (but not limited to):

• Line management of the London Legal PA Co-ordinators (LPACs), Management Team PAs, Legal EAs, Legal PAs, Junior Legal PAs, and Legal PA Apprentices.
• Host monthly LPAC meetings, setting agendas, arranging guest presenters, taking minutes, distributing actions, and following up enabling innovation and continued process improvement.
• Ensure monthly Legal PA team meetings take place in every team and attend, ensuring a cohesive/consistent message is delivered to all Legal PAs.
• Direct regular Management PA team meetings.
• Conduct monthly 1-2-1 catch-up meetings with the LPACs.
• Undertake quarterly reflections meetings with all PAs; gathering feedback, completing evaluation forms, identifying training needs, providing ongoing career development and, where necessary, managing underperformance.
• Organise, attend, and contribute to monthly billing process meetings and monthly HR meetings.
• Meet regularly with other business support departments to ensure ongoing process improvement e.g. HR, IT, Compliance, Billing, Travel Management etc. Working with others to evolve processes and develop and share best practice and procedures.
• Engage with the secretarial team members to role model a ‘one team’ approach, maintaining and promoting ‘Champions’, and devising and managing the annual schedule of events including socials and team building activities.
• Undertake return-to-work interviews after periods of sickness absence and liaise with HR about any long-term absence, disciplinary procedures and/or redundancy programmes.
• Devise, implement and maintain a Professional Skills Frameworks, talent mapping, promotions pathways etc.
• Work with the London Office Manager and the HR team to undertake annual salary reviews, moderation sessions, liaise with department heads and message salary changes.
• Work with the HR team to onboard new team members and arrange inductions, training, welcome lunches, and buddy allocations.
• Work with the Resourcing Manager on all secretarial recruitment; identifying needs, gaining authorisation to recruit, liaising with agencies, scheduling interviews, testing and interviewing.
• Work closely with the Document Production Manager to ensure cohesive working practices/relationships.
• Work closely with the IT training and Learning & Development teams to implement bespoke and targeted training and development.
• Devise and maintain appropriate policies, maintaining a PA handbook, a new joiner induction process and PA intranet pages.
• Maintain regular contact/engagement with, and contributing to, the London Managers in Legal Forum, sharing best practise and gaining market intelligence.
• Liaise with the WFW Office Managers globally, contributing to the global WFW PA network, ensuring a cohesive strategy, and sharing best practice.
• Meet regularly with the London Office Manager, providing regular reporting and ongoing strategies.
• Support the LPACs with resource planning, monitoring ratios, reviewing allocations, monitoring overtime and TOIL.
• Determine and implement standards of service, continually monitoring productivity and improving where necessary.

Skills and experience – desired

• At least ten years’ experience managing or overseeing PAs/secretarial staff at a senior level in a professional services environment.
• Experience working for a law firm will be an advantage.
• Excellent written and verbal communication skills.
• Demonstrable experience identifying and leading change.
• The ability to quickly build positive relationships with, and influence and gain support from, a range of senior stakeholders.
• A positive, friendly, empathetic, and collaborative approach is essential.
• The ability to motivate and engage.
• The ability to demonstrate tact and diplomacy, always observing confidentiality.
• Self-motivation and the ability to work using own initiative.
• Creative and innovative, with drive and ambition to strive for excellence.

Benefits
We offer a competitive benefits and wellbeing package for all employees.
Additional information
The Firm promotes a culture of agility and flexibility and is fully supportive of flexible working arrangements where these can be accommodated.
Equal opportunities
Respect for different backgrounds and perspectives is at the heart of our firm’s core values and we recognise the importance of fostering an inclusive environment that allows everyone to reach their full potential. This is a key feature of our Global Code of Conduct, which places diversity and inclusion at the centre of our firm’s ways of working.
We believe that exceptional client service can only be delivered by exceptional people. For this reason, we aim to attract, retain and develop the best talent from a wide range of backgrounds. All decisions relating to employment will be objective and based on merit and ability.
We are committed to ensuring that our recruitment processes are as inclusive and barrier-free as possible. This includes making adjustments for candidates with a disability or long-term health condition. If you require adjustments to be made at any stage of the recruitment process, we’d encourage you to get in touch with a member of our team who would be happy to discuss options with you.

Please refer the Job description for details