SYD - Secretarial Services Manager
SYD - Secretarial Services Manager
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Job Description
Why Baker McKenzie
At Baker McKenzie not only do we pride ourselves on leading pay and a great culture joining a leading Global Law firm provides unique development opportunities to grow in a highly supportive working environment throughout all stages of your life. We know our people value flexibility around when and where they work. We are committed to offering a more adaptable way to work and we call this bAgile. As a highly valued employee we will also provide you with an extensive range of wellbeing recognition & benefits offerings.
For more information on our benefits click here.
The Role
We are seeking a Secretarial Services Manager to join our Sydney office. This role will manage the provision of secretarial resources for the Firms Australian offices playing a pivotal role in ensuring that secretarial support for Partners and Associates is appropriately delivered. This role takes responsibility for the efficiency and streamlining of all secretarial and administrative support services to ensure that value is optimised.
Responsibilities
Key duties of the role include but not limited to:
- Lead and develop the structure operations quality and value of the secretarial services team in the Australian office managing the team as a business operation serving internal clients to an agreed scope of work service level quality and cost
- Develop an annual business plan for the secretarial services team including ratios (current and desired) headcount (current and planned) and cost analysis based on movements in the business and workload/capacity.
- Review secretarial and administrative services in line with business needs and make recommendations to implement and drive changes as required
- Oversee secretarial-related activities to ensure the efficiency and effectiveness of processes and working methods
- Act as a conduit between the Practice Groups and Professional & Business Services (PBS) functions to facilitate key administrative processes that impact the secretarial services teams such as offshore Finance and Document Services
- Regularly review the structure and workload across the practice groups and make recommendations around headcount needs working effectiveness and skill levels within the context of the budget market trends and technology impact
- Undertake ad hoc projects as required supporting the introduction of new processes structures or technologies through communication training etc.
- Work with relevant functions to organise annual learning and training for secretaries
- Work closely with Talent Management to manage the recruitment of secretaries and assist with the onboarding/settling-in period including attending regular new starter catch-ups
- Manage the performance and salary review process for secretarial services in line with the Firms guidelines
- Ensure strong performance is recognised and rewarded and proactively manage low/underperformance and handle employee issues with sensitivity
- Act as the key contact for all secretaries
- Align the secretarial services team with the Firms overall strategy goals and objectives as well as its global administrative policies and procedures
What were looking for
- Strong team leadership and management experience working in a coordinator supervisor or manager role (or similar) ideally in a professional services environment;
- Experience leading and managing a functional area of business (e.g. secretarial services operations etc.) is desirable
- Demonstrated experience in developing or enhancing the quality/delivery of services;
- Excellent leadership skills
- Strong interpersonal and stakeholder management skills with the ability to influence and build relationships at all levels across the Firm
- Demonstrated numerical analytical and written skills
- Good working knowledge of IT systems and software packages
- Demonstrable understanding of working within a partnership structure
- High levels of proactivity and a can-do attitude
- Good presentation skills and the ability to adapt and evolve to internal and market changes
- Team-oriented proactive and able to change direction quickly to meet the dynamic needs of the Firm and its clients
- Proven ability to effectively manage competing priorities
- Strong judgment and ability to make well-reasoned independent decisions
About the function
Our Operations function supports and manages the day-to-day operations of the firm providing expert and in-market support regarding office management office services facilities real estate management risk management and secretarial and administrative services.
About the Firm
At Baker McKenzie we are different in the way we think work and behave. The first local truly global law firm in Australia we commenced operations in Sydney in 1964 in Melbourne in 1982 and in Brisbane in 2014. Our lawyers work seamlessly with our global colleagues collectively providing a capacity of more than 13000 people including over 6500 lawyers who work alongside our clients to drive growth that is both sustainableand inclusive.
Baker McKenzie Australia can offer you access to complex market leading matters working with some of the worlds best legal mindspeople who know the law and who understand business. We have an unrivalled ability to provide training and secondment opportunities across our global network. Locally we have an inclusive culture of learning coaching and opportunity where you will work in small teams on matters that often cross borders. We value people who think ahead and get noticed.
Inclusion Diversity & Equity
Baker McKenzie is committed to providing a diverse and inclusive culture for all its employees with equal opportunity for all to progress and have a meaningful career with our Firm. Our mission is to foster an environment where individuals of every ethnicity culture gender sexual orientation gender identity and expression religion age disability carer status and working style may succeed professionally and fully contribute to the goals of the Firm. Our bAgile program encourages a range of flexible work opportunities for all. We invite you to let us know of any reasonable adjustments you require to equitably participate in the recruitment process or in performing the requirements of this role.
Our application process
Please apply by selecting the apply now link below and completing an online application form.
As part of our commitment to creating a diverse and inclusive we encourage applications from all genders abilities and cultural backgrounds including Aboriginal and/or Torres Strait Islander people.
Required Experience:
Manager
Employment Type
Full Time
