We are excited to be partnering with this well-established firm based in Bristol who are looking to recruit a Secretarial Coordinator.
This role plays a vital role in ensuring that the needs of their Partners, fee-earners, and other team members are met through effective supervision of the secretarial team. Your primary responsibility is to provide high-quality secretarial support, aligning with the needs of Partners and fee-earners, and supporting the Secretarial Manager in implementing the firm's strategy for secretarial services.
Key Responsibilities:
- Oversee group absence and ensure compliance with leave policies,
- Address sickness issues and conduct informal return-to-work interviews for short-term absences, escalating as needed.
- Provide performance feedback on the secretarial team, supporting the Secretarial Manager in Performance Development Reviews.
- Mediate and resolve minor performance issues between Partners, fee-earners, and secretaries, escalating where necessary.
- Monitor team member's development needs and recommend actions to the Secretarial Manager.
- Assist in the recruitment of secretaries and team administrators, ensuring the right fit for the team.
- Delegate tasks to junior secretarial staff and promote their development.
- Serve as the first point of contact for work allocation, performance management, and operational matters like holidays, sickness, and overtime.
- Regularly review secretarial allocations and work with the Secretarial Manager to adjust as needed.
- Draft and proofread correspondence, presentations, reports, and legal documentation to ensure quality and accuracy.
- Prepare and distribute meeting agendas, presentations, and reports.
- Support pitch and bid preparation by coordinating content, formatting, and ensuring timely submissions.
- Manage day-to-day administrative tasks such as photocopying, scanning, and organising document management
- Support billing and financial processes, ensuring accurate time recording and timely submission of expense claims.
- Maintain accurate records in client relationship management systems and assist with updating contact details.
Key Skills & Experience:
- Minimum 7+ year's experience as a secretary within a professional services environment.
- Strong leadership and people management skills with a collaborative, team-oriented approach.
- Excellent communication skills and a client-focused mindset.
- Ability to handle pressure, prioritise tasks, and solve problems effectively.
- High attention to detail and discretion with confidential information.
- Proficiency in Microsoft Office and document/client relationship management