CMS Law
Assistant Secretarial Services Manager
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Assistant Secretarial Services Manager
Associate Secretarial Services Manager (ASSM) – London Practice Group
About the Role
The ASSM role is a key position within the practice group, with primary responsibility for the day-to-day management of secretaries. The aim is to ensure the Secretarial Model supports all partners and fee earners in delivering an exceptional and efficient service to clients.
- Key focus:
- Aligning support to the firm’s strategy
- Consistency across the London office
- Providing first-class PA operational support to the Practice Group Leader (PGL) and, occasionally, the Practice Group Manager (PGM)
Key Responsibilities
People Management
- Line management of secretarial staff (office and home-based)
- Support and mentorship within the team, collaborating with the Mentoring Programme Manager
- Probationery, interim, and annual performance reviews, acting as a lead appraiser for Modus 3-yearly check-ins
- Career progression support for PAs, team secretaries, administrators, and admin apprentices
Operational Support
- Overseeing secretarial workflow, ensuring sufficient resource and cross-practice coverage
- Organising cover for absences, allocating Manpower deployments where needed
- Managing leave and absence processes in Workday (holiday requests, sickness reporting, RTwM, fee-earner allocations)
- Coordinate new joiner induction, seating arrangements, and workstation setup
- Internal client engagement:
- Track sabbaticals, secondments, and lead equivalent teams
- Liaise with HR on recruitment needs
- Sensitivity diplonacy in fee earner/allocation reviews
Organisational & Strategic Oversight
- Reviewing strategic plans of the practice group, ensuring alignment of secretarial support
- Recommendations for fee-earner allocation and headcount changes
- Optimal working hours, ensuring adequate coverage for all
- Maintain teams and communication channels (e.g., email groups, service providers)
- Champion Future-Thinking Change (FTC), promoting efficiency and AI adoption
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Collaborative Leadership
- Supporting secretarial apprenticeship schemes, working with the Apprenticeship Programme Manager
- Representing the firm in disciplinary or promotional processes, acting as the SSM/HoSS surrogate
- Regular meetings with SSMs (London & regional) and wider ASSMs for consistency
Key Relationships
- Internal Stakeholders:
- Head of Secretarial Services (HoSS)
- Secretarial Services Manager (SSM)
- PGL, PGM, Practice Group Team Leaders
- Finance & HR Business Partners
- Cross-office: Other ASSMs in London Practice Group
- Support Teams: Workplace Management, Finance, IT, Apprenticeship Programmes
Requirements
Qualifications & Experience
- At least 3 years’ experience as a effective supervisor/manager in a senior support role
- Supervised team training/career progression (e.g. PA Excellence Programme/Apprenticeships)
- Essential: Experience in professional services (preferably law firm) settings
- Proven track record managing teams effectively with authority and leadership
Skills & Conduct
- Strong people management with emphasis on promoting fairness and empathy
- Relational skills:
- Ability to navigate sensitive dialogue (partner/employee concerns)
- Mentor or coach juniors with clear direction and progression planning
- Operational excellence:
- Analyse workflow gaps and drive improvements or efficiencies
- Drive process стандартизацию based on training needs and data
- Technical proficiency:
- Microsoft 365 (Copilot, Teams), Excel/Word/PowerPoint
- Understanding of Workday basics for leave/absence approvals
- Communication:
- Written (emails, reports), verbal (one-to-ones/meetings)
- Influencing change and writing memos clearly for decision-makers
- Soft skills:
- Judgement under pressure (handling deadlines tactfully)
- Adapting flexible working pattern with professional discretion
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About You – Key Attributes
✔ Proficient communicator – skilled across multiple generations and roles ✔ Solution-focused pragmatist where ideas are Actionable to demonstrate ROI ✔ Proactive approach – scaling initiatives to reduce manual labour and improve efficiency. ✔ Creativity where problem-solving is beyond typical tools/techniques. ✔ Resilience & Composure – handling difficult conversations and operational distractions without compromising quality.
Rewards & Benefits
Our rewards package reflects a do-more mentality, designed to empower you and reward independence. Benefits tailored to diverse needs include:
- Annual salary review + competitive bonus scheme
- 25 days holiday, growing to 28 days after 6 years service (plus 4 extra ‘ awk discretionary days’)
- Flexible hybrid working policy (minimum 50% office presence)
- Diverse health benefits: private medical, employee assistance programmes, GM membership.
- Parental leave: rolling parental leave up to special confidence after 6 years.
- Reasonable Adjustment Guarantee – accommodations for talent with disabilities or health conditions.
- Lifestyles options:
- ** Holiday Exchange Scheme**
- Cycle-to-work schemes, season ticket loan
- Opportunity to apply earn season ticket loan £1210, gym memberships via FlexAccount
Application Notes
🔹 Only applications submitted via the portal will be accepted. 🔹 It’s our preferred practice to contact our global employer/HR panel at that point – rejected CVs won’t be considered unless explicitly noted.
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