Senior Secretary, UK Business Services Administration Team

• Team Coordinator - Manages and takes responsibility for the efficient running of the team. Oversees incoming work flow. Distributes tasks appropriately amongst the team whilst operating as a senior level Secretary. Responsible for communicating with fee earners to keep them appraised of a task or project status.
• Senior Secretary – Takes ownership for the efficient running of the team by role-modelling as an effective and responsible team member and acts as workflow supervisor where required.
• Secretary – Provides general secretarial and administration services as part of the secretarial team.
• Team Apprentice - An apprenticeship level role for those developing their skills, undertaking routine administration tasks at the direction of the Team Coordinator.

• Provide high level support to managers and directors across Business Services
• Act as a role model and mentor to less experienced members of the team by sharing knowledge and best practice
• Utilises skill in influencing stakeholders – quickly building rapport and be seen as a trusted advisor
• Adding value by taking a proactive approach to tasks and anticipating potential problems before they arise
• Understanding DLA Piper document management processes (iManage)
• Coordinating internal and external client meetings effectively ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place
• Assisting with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
• Utilising document production for the creation of all first draft documents
• Organising and assisting with client functions, entertainment and seminars, as required;
• Arranging complex travel bookings, including visas, flights, taxis, accommodation and rental cars, etc.
• Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary
• Assisting on ad-hoc projects as and when required, for example managing bundles, supporting team events etc.
• Any other secretarial or administrative duties as required

• Previous experience as a Secretary
• Previous experience of document management systems
• Knowledge of Microsoft Office Suite
• Excellent diary management
• Strong organisation and prioritisation skills
• Good verbal and written communication skills
• Applies knowledge and judgement to solve problems and make decisions
• Experience of delegating to, and training, less experienced team members
• Flexible approach to working practices in order to meet business needs
• Friendly, personable and approachable
• Adaptable and flexible approach
• Conscientious and diligent
• Remains calm under pressure
• Eager to learn and develop skills
• Adopt a can do attitude

• Be Supportive - we are compassionate and inclusive, valuing diversity and acting thoughtfully
• Be Collaborative – we are proactive, passionate team players investing in our relationships
• Be Bold – we are fearless and inquisitive, challenging ourselves to think big and find creative new solutions
• Be Exceptional – we are strategic and driven, exceeding standards and expectations

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