Secretarial Team Leader/Legal Secretary

Job description / Role

Currently looking to recruit a Secretarial Team Leader/Legal Secretary to work for and International Law firm in Doha/Qatar. You will be responsible for managing the workflow, ensuring even spread of work, secretarial allocation, dealing with absence and holiday. Assist in the induction of new joiners (support and fee earners). Help maintain good morale among secretaries, monitor performance and provide feedback for appraisals. Involvement in the interview process for secretaries.

Key Responsibilities Secretarial Support:
- Creating and amending documents, correspondence and emails, using audio dictation and manuscripts to a high degree of accuracy and to tight deadlines
- Proof reading documents for spelling and grammar and sense checking letters for clear language
- Tracking changes in finished documents using a software package
- Opening new files on the system, together with preparation of case registration/client identification forms
- Drafting non-technical email responses and cover letters on behalf of fee earners
- Scheduling meetings with clients, booking meeting rooms, video conferencing etc
- Taking calls in fee earners’ absence presenting a professional image to clients and other visitors and actioning calls if required
- Liaising with other departments, following up on queries from fee earners
- Managing partner / fee earners' diaries and Travel arrangements (flights/taxis/hotel accommodation)
- Assisting with billing information, drafting invoice cover letters
- Liaising with the translations' department and corporate services' department
- Assisting with entries on Carpe Diem and providing admin support
- Liaising with clients and their secretaries
- Creating document packs for client meetings
- Arranging non-case related filing, ensuring files are kept up to date
- Assisting fee earners with administrative tasks
- Creating trial bundle of documents
- Preparation of Powerpoint presentations and the use of Excel
- Updating the firm's client database

Workflow:
- Responsible for secretarial allocation, ensuring workflow is maintained, making changes as necessary
- Monitor workload, ensuring work is evenly distributed. Evaluate on a regular basis and discuss with secretaries to ensure no under/over capacity, thus ensuring secretarial services are being used as efficiently as possible
- Ensuring all deadlines are met within the team
- Assess the need for overtime with a view to ensuring this is minimised
- Authorise leave for team, ensuring adequate resources are maintained and allocation is appropriately spread

Supervision:
- Provide test material for interviews and assess results
- Take part in the interview process for secretaries
- Provide training for new secretaries, as necessary, and making sure each secretary attends all mandatory training
- Monitor performance during probationary period, ensuring work is produced according to house style
- Monitor performance and attitude of secretaries on an ongoing basis and give feedback for annual reviews
- Identify requests for other leave (eg unpaid and compassionate) and escalate to OSM
- Appoint a deputy to act in their absence Induction
- Participate in new joiner process and ensure fee earners and secretaries are properly integrated in areas of desk/pc/phone set up
- Ensure buddy system is working and assist with integration of new secretaries into the team.
- Liaise with responsible person to ensure new joiners are in the correct telephone pick up group
- Ensure new joiners (fee earners and secretaries) are fully trained on the use of the telephone system and assist all new joiners to set up voicemail
- Ensure all new joiners are fully aware of the firm's Intranet, especially relating to the secretarial side of the business General
- Attend group meetings where appropriate (Workgroups, Admin)
- Put forward ideas to improve working practices
- Act as first point of contact for the team
- Work with other Team Leaders to manage secretarial services across the firm
- Assisting HR in the induction process for fee earners
- Liaise with management and HR on any performance related issues
- Inputting towards secretarial appraisals, obtaining feedback and producing summaries and assisting in their development and objectives for the coming 6/12 months ahead
- Assisting with mid-year reviews
- Attending team leader meetings, preparing agendas and minutes of meeting
- Arranging secretarial meetings within the department and within the firm
- Keeping absence records for secretaries and fee earners
- First point of contact for all partner/fee earner/support/administrative issues
- Inputting to management projects on the secretarial function

Requirements

The ideal candidate will have a good standard of education; a secretarial qualification is desirable, have at least 3-5 years of experience as a Senior Legal Secretary in a law firm.

- Prior supervisory/coaching role experience and a good delegator who is comfortable in a supervisory role.
- You must have good communication and interpersonal skills, IT skills in MS Office with fast, accurate, audio typing experience and excellent attention to detail.
- You will also be organised and able to work to tight deadlines.
- You must also be immediately available to join.

About the Company

International Recruitment Executives provides a full 360’ recruitment service and takes pride in tailoring solutions to meet each individual client’s needs on a case-to-case basis.

Our service offering focuses on middle level to Senior, Director and C-suite executives across the following specialisms:

• Leisure • Hotel & Hospitality • Banking & Finance • Legal • PR & Communications • Digital & Social Media • Human Resource • Business Operation Professionals

Our range of services includes the following:

Contingency Recruitment

Using our database, network and respected relationships International Recruitment Executives can introduce you to high calibre individuals who are both active and passive within their market and industry; providing a higher level of service to our Clients and Candidates than other consultancies.

Our campaign management service delivers comprehensive support for the end-to-end management of your recruitment campaign. We devise and run a bespoke campaign dealing with the initial marketing through to selection and on boarding of the selected individuals.

Executive Search

Our dedicated sourcing team is consistently mapping the market within their specific industry and discipline enabling them to identify and select suitable candidates for your organization. We utilise a tried and tested search methodology that ensures we find the best candidate to fill your specific brief whilst also ensuring and maintaining confidentiality.

Bespoke Recruitment Projects

Our projects team is experienced in delivering bespoke project recruitment solutions. Clients utilize this service during restructures and rapid growth to alleviate pressure on their own internal recruitment teams. We work directly with our Clients by providing them with advice and dedicated support to identify the requirements of their business by taking full responsibility of the project and recruitment life cycle requirements to ensure the delivery of high quality support service