CMS UK
Assistant Secretarial Services Manager
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Assistant Secretarial Services Manager
Administrative Support Services Manager (ASSM) – Practice Group
The ASSM role is pivotal within the practice group, overseeing the daily management of secretarial teams to ensure all partners and fee earners receive an exceptional, efficient service that enhances client delivery.
This position requires a proven track record in people management, the ability to align support needs with firm strategy, and collaboration with ASSMs across London to maintain consistency.
Additionally, you will provide first-class PA support, managing operational tasks for the Practice Group Leader (PGL) and Practice Group Manager (PGM) when required.
• About the Role
Reporting Directly to the SSM/HoSS
Your responsibilities will extend across multiple facets of leadership and operational support:
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Daily Management of Secretarial Staff
- Manage secretarial teams (both office-based and remote) to ensure operational excellence.
- Oversee workflow efficiency, resource allocation, and coverage across changing business needs.
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Mentorship & Development
- Work with the Mentoring Programme Manager to:
- Identify mentoring opportunities for PAs, Team Secretaries, Administrators, and Admin Apprentices.
- Monitor training progress to facilitate career growth.
- Conduct annual, interim, and probationary reviews as a lead appraiser, ensuring alignment with Modus at 3-year check-ins.
- Work with the Mentoring Programme Manager to:
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Team & Administrative Support
- Workday Management:
- Handle annual leave and sickness absence processes (holiday requests, reporting, return-to-work meetings).
- Allocate fee earners and maintain accuracy in Workday records.
- Onboarding & Induction:
- Oversee the new joiner process (buddy allocations, induction support, team information packs).
- Secretarial Allocations & Coverage:
- Review and adjust secretarial-flight earner ratios to align with business demands.
- Arrange temporary cover for absences, sabbaticals, and secondments (with HR support).
- Team Coordination & Efficiency:
- Maintain floor plans in collaboration with the Workplace Manager.
- Quality-check output to uphold firm standards.
- Workday Management:
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- Strategic & Process Improvement
- Align secretarial support with practice group strategy, recommending changes to the PGL.
- Track sabbaticals, secondments, andley groups (joining/leaving).
- Lead change initiatives to adopt new technologies (e.g., AI-driven solutions), streamline processes, and reduce manual workloads.
Collaboration with HR & SSM/HoSS
Assist in:
- Return-to-work interviews and absence monitoring.
- Reviewing performance/quality issues with fee earners/partners.
- Attending disciplinary and performance meetings.
- Recommending training via the Secretarial Learning Journey while ensuring active engagement.
Assistance to PGL/PGM
Support operational tasks, including:
- BD travel initiatives.
- Trainee rotations.
- General operational queries during discussions with PGL/PGM.
Key Performance Indicators (KPIs)
To excel in this role, you will:
- Build productive relationships across teams and externally.
- Ensure team proficiency is current with organisational needs (attending and scheduling training).
- Effectively resolve workplace issues, supporting day-to-day management.
- Drive performance improvement via coaching, training, recruitment, and disciplinary processes.
- Develop practical, scalable systems to uphold workflow efficiency.
- Meet deadlines while maintaining service standards for client satisfaction.
• About You
Qualifications & Experience
- Minimum 3 years’ supervisory/management experience in a comparable role, with a track record of clear leadership.
- Evidence of qualified training (e.g., NVQs, diplomas, excellence programmes).
- Preferably background in professional services, ideally a law firm environment.
- Unwavering ability to lead, inspire, and command respect within a team.
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Key Skills & Knowledge
- Proficient in IT: Mastery of Microsoft Word, Excel, PowerPoint, Outlook, Copilot, and Teams.
- Versatile interpersonal skills:
- Ability to engage at all levels (from fee earners to junior staff).
- Handle sensitive, confidential matters with discretion.
- Empathise fairly, avoiding bias in team dynamics.
- Process-driven mindset:
- Skill to design and implement new systems.
- Goal-focused with strong time management.
- Resilient communication:
- Clear, confident verbal/written correspondence.
- Remain calm, composed, and adaptable under pressure or during crises.
- Organisational agility:
- Flexible to hybrid working arrangements.
- Efficient workflow management to balance deadlines and workloads.
- Practical, solutions-oriented approach: Problem-solving with common sense and positivity.
• Benefits – What’s in It for You?
Flexible & Competitive Reward Package
To cater to diverse needs, our benefits offer choice and scalability:
- Competitive Salary: Regular annual reviews and competitive bonus scheme.
- Hybrid Working Model: Flexible office/home balance (minimum 50% office).
- Annual Leave: 25 days rising to 28 days after 3 years.
- Holiday exchange scheme available.
- Health & Wellbeing:
- Private medical insurance.
- Enhanced parental leave policies.
- Support for Inclusivity: Reasonable adjustments under the Equality Act 2010 for disabled talent.
Further details available on our Rewards & Benefits portal.
Note: Applications must be submitted via our partnered recruitment portal. Direct submissions will not be accepted.
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