Job Description

In many of our offices, ‘Hubs’ have transformed how secretarial services are delivered; with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing. These opportunities were not possible with the traditional model.

We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day-to-day running of our secretarial function.

We Have 4 Levels Of Role In The 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.

Please note this is a 12-month fixed term contract.

Main Duties And Responsibilities

Working collaboratively with the rest of the team to deliver comprehensive secretarial support by:

• Taking responsibility to ensure work is undertaken in the most appropriate way to maximise efficiency
• Proactively managing workflow from the team inbox and completing tasks in priority order
• 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
• Manage fee earner expectations in terms of deadlines and status of tasks undertaken
• Organising travel arrangements through the travel portal including booking and confirmation of reservations, flights, hotels, taxis, after flight transfers. Liaising with third party provider to obtain visas and producing detailed itineraries
• Understanding DLA Piper document management processes (iManage)
• Utilising document production for the creation of all first draft documents
• Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
• Organisation of file management including closing of files, archiving and ensuring all relevant documents are filed electronically and in line with our file management best practice
• Understanding the end-to-end cash management process
• Understanding the client matter opening processes
• Managing group and fee earner contacts to ensure they are up to date through Interaction (CRM tool)
• Providing administrative support to fee earners with conflict searches and audit requests