The Practice Group Secretarial Manager

Department: Banking/Disputes Divisions - UK

Duration: Permanent

Location: Any UK Office

Direct Reports: Up to 30

Reports to: Senior Secretarial Manager

Reference number: 10863

Please note that this role can be based any any of our UK offices:

London, Glasgow, Edinburgh, Milton Keynes

The Role

The Practice Group Secretarial Manager (PGSM) will lead the Practice Group Secretarial Support Function for two Divisions, Banking and Disputes, in the UK, based in London but involving travel to our offices based in Milton Keynes, Glasgow and Edinburgh. The PGSM will support the Practice Group Leads on all managerial aspects and pastoral care, reporting directly to the Senior Secretarial Manager. The ideal candidate will demonstrate confident leadership, serving as a positive role model who inspires their team. They should exhibit enthusiasm, strategic thinking, and a collaborative approach to implementing change initiatives. We seek a professional who approaches challenges creatively, develops innovative solutions, and drives continuous improvement within the administrative function. The PGSM will work closely with the Practice Managers to become the operational hub of the Practice Group.

Responsibilities

Key Areas of Responsibility:

• Oversee and optimise the BigHand digital workflow management system to ensure usage and efficient task allocation and completion.
• Provide direct supervision and professional development for Practice Support Executives within the Practice Group.
• Provide Practice Support Workflow Coordinators (PSWC) with operational expertise and implementation support.
• Oversee and optimise the BigHand digital workflow management system to ensure usage and efficient task allocation and completion.
• Lead the implementation of strategic changes and innovative initiatives to enhance operational effectiveness.
• Accountable for continuous improvement through the identification and execution of process enhancements.

Responsibilities:

• Provide direct line management to the PSWC's and PSE's covering:
• conducting continuous career conversations.
• Managing extended absence.
• Navigating formal performance and conduct procedures.
• Conducting salary reviews and annual performance evaluations ensuring consistency across the population.
• Implementing targeted training and development programmes.
• Facilitating coaching and mentoring relationships.
• Assessing staffing requirements and resource allocation needs.
• Delivering outcomes and ensuring actions from staff surveys.
• Facilitate regular biweekly individual meetings with PSWC's.
• Cultivate a unified team culture that promotes collaboration and cohesion among the secretarial support team.
• Coordinate and lead monthly PSWC Leadership and PSE meetings, preparing agendas, documenting minutes assigning action items, and fostering innovation and process enhancement.
• Develop productive working relationships with PSWC's across the firm.
• Establish effective partnerships with Practice Group Leaders and Divisional Leads.
• Participate in Practice Group meetings to enhance visibility and gain an understanding of, and pro-actively manage, departmental needs.
• Develop connections with Business Services colleagues to comprehend service delivery requirements and identify opportunities to enhance stakeholder support.

Personal attributes and Experience

• Experience of managing a secretarial team.
• Demonstrated track record of team leadership within a professional services environment.
• Experience of delivering results using a workflow such a BigHand and using the reporting data to help influence business decisions.
• Proven expertise in change management and project delivery initiatives.
• Exceptional communication and relationship-building capabilities, with demonstrated effectiveness across all organisational levels.
• Proficiency in maintaining performance excellence under time constraints and critical deadlines.
• Skilled at cultivating stakeholder engagement throughout the organisation, particularly with secretarial personnel and partners.
• Demonstrated ability to inspire and foster commitment within secretarial teams.
• Refined interpersonal approach characterised by discretion, diplomacy and unwavering confidentiality.
• Self-directed professional who exercises independent judgement and constructively challenges established practices.
• Superior organisational capabilities and time management proficiency.
• Commitment to remaining current with industry trends and market developments.
• Adaptable, professional demeanour with a proactive mindset.