Team Coordinator, Employment, Tax, and Litigation and Regulatory

Secretarial Services

Job Reference

220000Y5

Function

Secretarial Services

Category

Business Professionals

Location

Dublin, Ireland

Schedule

Full-time

The role

THE OPPORTUNITY

We are recruiting a Team Coordinator to be based in our Dublin office.

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.

MAIN DUTIES AND RESPONSIBILITIES

Working collaboratively with the rest of the team, to deliver superior secretarial service by:

  • Planning and organising – achieves long and short term goals for self and team through effective planning and utilisation of the team
  • Managing time effectively to maximise productivity and minimise cost
  • Using initiative – self-starting rather than passively accepting or waiting to be told
  • Going beyond what is necessarily called for, anticipating and preparing for a specific opportunity or problem that is not obvious to others
  • sets challenging goals, is innovative, measures performance, focuses on improvement to enhance outcomes. Dissatisfaction with average performance
  • Strong skills in teamwork and cooperation – building constructive relationships within and across teams that contributes to positive outcomes
  • Willing to accept responsibility, being honest and adaptable and crediting others for their accomplishments
  • Utilising listening and observation skills to prepare for others' reactions, showing an awareness of others' moods arid feelings
  • Maintaining effectiveness in varying environments and with varying tasks, responsibilities or people despite disappointment and/or disagreements
  • Undertaking work of a confidential nature, or requiring high level skills and expertise
  • Undertaking specialist tasks (e.g. attending to court filing, organising service of legal documents, expert and witness arrangements and appointments, conducting research at fee earner request)
  • Developing specialist expertise (i.e. super-user on specific tools, e-billing, client reporting, knowledge management support)
  • Supporting the secretarial team by ensuring the timely completion of the support team's shared work, ensuring work of an appropriate level is dealt with according to priority
  • Demonstrating flexibility with working practices in line with the business need, especially in times of pressure/ high workload
  • Utilising skill in influencing stakeholders, quickly building rapport through pro-active development of close professional relationships and active attempts to influence to achieve goal
  • Ensuring accurate and timely use of our practice management system to facilitate matter opening, maintenance, closure and archiving. Generating accurate billing reports, letters and draft bills in a timely manner. Managing accounts payable (invoices), expenses and disbursements
  • Demonstrating exemplary file management of correspondence, emails and research in a practical and easy manner
  • Maintaining up to date client records in Outlook and Interaction; including client contact details, client specific requests in relation to billing and bill formats, details of other parties etc.
  • Coordinating internal and external client meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes
  • Organising agendas, presentations and meeting papers, including print production and timely distribution; ensuring that fee earners have all documents and adequate preparation time
  • organising meetings, ensuring rooms and conference facilities, video conference facilities are booked, liaising with attendees if necessary both internally and externally making sure that any required catering and technical equipment is in place
  • Drafting, creating and editing documentation, in line with the DLA Piper Style Guide, templates and precedent
  • Responding and dealing with external or internal telephone calls and queries in a professional manner and taking clear and concise messages for other members of the practice group as required
  • Organising and assisting with client functions, entertainment & seminars, as required
  • Arranging complex travel bookings, including visas, flights, taxis, accommodation and rental cars, etc.
  • completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary
  • Providing administrative support to fee earners with conflict searches and audit requests
  • Leading on ad-hoc projects as and when required, for example managing bundles, assisting during team events, indexing documents, etc.
  • Any other duties as required

ABOUT YOU

Technical:

  • Extensive relevant experience as a legal secretary
  • Experience of people management
  • Uses and expands technical knowledge and shares expertise with team
  • Actively keeps abreast of current developments and trends in areas of expertise and applies new, job-related information or learning to work
  • Has a strong working knowledge of WorkSite and Bighand or similar tools
  • IT literate with high level of proficiency in Microsoft Office suite (Excel, PowerPoint, Word, Outlook) & Lync – Skype for Business
  • Excellent diary management
  • Exemplary document management and filing
  • Excellent telephone manner
  • Detailed understanding of billing
  • Excellent organisation and prioritisation skills
  • Applies knowledge and judgement to solve problems and make decisions
  • Experience of delegating to, and training, junior team members

Personal:

  • Dynamic, friendly, personable and approachable
  • Excellent communicator – both written and verbally
  • Adaptable and flexible
  • Confident and professional
  • Conscientious and diligent
  • Remains calm under pressure

ABOUT US

DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world. We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.

OUR VALUES

In everything we do connected with our People, our Clients and our Communities, we live by these values:

  • Be Supportive – we are compassionate and inclusive, valuing diversity and act thoughtfully
  • Be Collaborative – we are proactive, passionate team players, investing in our relationships
  • Be Bold – we are fearless and inquisitive, challenging ourselves to think big and find creative new solutions
  • Be Exceptional – we are strategic and driven, exceeding standards and expectations

DIVERSITY AND INCLUSION

At DLA Piper, diversity and inclusion underpins how we live our values and everything we do.  We believe that everyone has a voice, and that everyone’s voice counts. We know that the rich diversity across our firm makes us stronger, more innovative and creative, which helps us to better serve our clients and communities. We are committed to providing an inclusive working environment and culture across our global firm, where everyone can bring their authentic self to work. 

Diversity of perspective, thought, background and culture combine to make us the leading global law firm; that’s why we actively seek to build balanced teams. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

We support anyone with a disability or long term health condition to ensure they have the opportunity to perform at their best. If you have not done so already, please let us know if you require any support so we can make the right adjustments and considerations should they be required.

AGILE WORKING

We know that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That's why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

PRE-ENGAGEMENT SCREENING

In the event that we make an offer to you, and where local legislation permits, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers.