Secretarial Services Coordinator

  • Job Reference: JO0000002108
  • Date Posted: 7 July 2021
  • Recruiter: Ryder Reid Legal
  • Location: London
  • Salary: On Application
  • Sector: Secretarial
  • Job Type: Permanent
  • Work Hours: Full Time

Job Description

We are recruiting for a Secretarial Services Coordinator to join one of our international law firm clients on a permanent basis.

Duties will include:

* Monitor absence calls or emails and ensure any secretarial absence is communicated to the Secretarial Manager and HR immediately.

* Assign alternate cover for sickness absence, notify attorneys/teams accordingly, and contact IT to request out of office message notifications.

* Respond to and co-ordinate secretarial holiday and personal time requests ensuring sufficient resources in place.

* Approve absences through PeopleSoft and update internal schedules/spreadsheets accordingly on a daily basis.

* Assist with approving payable time within PeopleSoft.

* Source secretarial support for visitors via requests from Reception as and when requested.

* Prepare overtime rotas for evening/weekend cover during holidays and absences and assign overtime shifts in a fair manner, keeping internal records updated.

* Prepare and distribute weekly holiday and weekend cover lists to relevant departments.

* Prepare quarterly weekend standby rotas, liaising with the Secretarial Manager as appropriate.

* Collation of Bank Holidays and Christmas holiday requests for final approval by Secretarial Manager.

* Liaise with secretaries to identify any training needs and discuss with Secretarial Manager.

* Work with the Global Document Services and After-Hours Supervisors/Coordinators to ensure attorney/client work is managed in an efficient manner.

* Assist in the co-ordination of the mid and annual performance review process.

* Assist in the recruitment and on-boarding process, office tour and introduction to secretarial team for new secretaries.

* Assist with Firm-wide special projects.

The role will report into the Secretarial Services Manager.

If you have:

* Up to 2 years' experience as a Secretarial Coordinator.

* Excellent time management and organisational skills.

* Excellent writing and communications skills.

* Excellent accuracy, attention to detail and follow-through skills.

* Ability to multi-task, prioritise and maintain focus in a demanding environment.

* Ability to work with many different personalities in sometimes pressurised situations, remaining calm at all times.

* Flexibility to work additional hours when required to support the needs of the team.

Then please do apply!