Senior Secretary, Corporate and IPT

Secretarial Services

Job Reference

220000YE

Function

Secretarial Services

Category

Business Professionals

Location

Edinburgh, United Kingdom

Schedule

Full-time

The role

THE OPPORTUNITY

We are recruiting a Senior Secretary within our Corporate and Intellectual Property team in Edinburgh.

DLA Piper has a unique approach to our legal secretarial function - 'the hub' (a model encouraging true teamwork).

This approach allows us to stretch and develop your skills ensuring you are given interesting work at an appropriate level whilst making sure you are not over-burdened. You still have contact with clients and partners but you will collaborate and work with a wider range of people in the department than in a traditional secretarial model. The feedback on 'the hub' from our existing team has been really positive - we see it as the natural evolution of secretarial services.

We have 4 levels of role in the team:

Team Coordinator - monitors incoming work and team capacity and distributes jobs and projects to members of the team, whilst also operating as a senior level secretary. They are also responsible for communicating with fee earners to keep them appraised of a task or projects status.

Senior Secretary - takes ownership for the efficient running of the team by role-modelling as an effective and responsible team member and act as workflow supervisor where required.

Secretary - provides general secretarial and administration services as part of the secretarial team.

Team Administrator - a junior role for those still developing their skills, undertakes routine secretarial tasks at the direction of the Team Coordinator.

MAIN DUTIES AND RESPONSIBILITIES

  • Takes ownership for the efficient running of the team - acting as an senior team member by setting a good example to more junior team members
  • Plays an active role in knowledge sharing with administrative staff to ensure growth and development
  • Acts as workflow supervisor, when required, on a shared basis with other senior secretaries
  • Ensures urgent work is promptly completed or delegated to the appropriate team member
  • Ensures all work (other than confidential) is directed through the team and works hard to make sure fee earners follow this process
  • Delegates all junior level tasks to administrative resource
  • Assists the team in providing fee earners with effective and high quality secretarial support , enabling them to focus on providing the best legal services to clients
  • Undertakes all aspects of the role using the most appropriate tools and resources for the task to meet deadlines
  • Demonstrates flexibility and proactively contribute to the team's success by actively seeking to improve working processes
  • Ensures all work is undertaken in the correct priority order
  • Devises a plan to share complex tasks which are time bound
  • Proactively engages with and assists fee earners regarding work requirements and encourages and supports all team members to utilise the team
  • Communicates with fee earners to keep them appraised of a task's status
  • Engages in mutual delegation of tasks between team members and assist the team to meet deadlines
  • Ensures clear and concise record keeping relating to tasks undertaken and correct filing of tasks and supporting materials (e.g. email instructions / discussions)
  • Follows team processes and procedures when undertaking tasks
  • Collaborates with team members on team processes, procedures and solutions - ensuring more junior members of the team understand and adhere to these
  • Actively participates in team meetings

ABOUT YOU

  • Extensive relevant experience as a Secretary
  • Have 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 membersFriendly, personable and approachabl
  • 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 care about others, value diversity and act thoughtfully
  • Be Collaborative - we give, we share and we join in
  • Be Bold - we stand tall and challenge ourselves to think big
  • Be Exceptional - we exceed 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.