52 Admin / Secretarial / PA jobs in Livingston, West Lothian

Job Title: Secretarial Services Manager

Location: Glasgow or Edinburgh (must travel to either location at least once a week, travel expenses covered)

Salary: 45,000 - 50,000 (depending on experience)

Contract Type: Permanent, Full-Time

Business Area: Secretarial Services

Purpose of the Role:
The Secretarial Services Manager will be responsible for leading and managing the secretarial function across the firm's Scottish offices, ensuring effective systems and processes are in place to deliver outstanding support to clients and internal stakeholders. The role will involve managing a team of 27 Personal Assistants (PAs), coordinating daily operations, and ensuring high standards of service delivery. The successful candidate will also provide PA support to a small number of partners or fee earners as needed. This is a key leadership role within the firm's operations.

Key Responsibilities:

• Team Leadership & Development: Lead, manage, and develop a team of 27 PAs, ensuring they are equipped with the necessary skills and resources to perform effectively. Conduct regular performance reviews, coaching, and development activities to foster continuous improvement.
• Process Improvement: Regularly review and implement best practices to ensure the Secretarial Services function operates efficiently. Identify service improvements in collaboration with key stakeholders and implement changes as necessary to enhance performance.
• Stakeholder Liaison: Act as a key contact for senior leadership teams, including Heads of Groups, Executives, Partners, and fee earners. Build strong relationships to ensure the PA team meets the operational needs of the business.
• Resource Management: Assess and maintain an appropriate level of resource to meet the needs of the business. Oversee staffing levels and allocate resources effectively to ensure smooth operations across the firm.
• Operational Support & Collaboration: Collaborate with other departments, including Office Services, to ensure that administrative support is aligned with the firm's overall service delivery goals.
• Performance Management: Lead ongoing performance management processes, including 1:1s, check-ins, and setting objectives for the team. Ensure that PAs are meeting key performance indicators and maintaining high standards of service.
• Recruitment & Training: Support recruitment and selection processes for new team members. Identify training and development needs within the team and facilitate appropriate training programs.
• Risk and Compliance: Adhere to the firm's risk and compliance policies and procedures, ensuring that the Secretarial Services function meets all legal and regulatory requirements.
• Firmwide Projects: Contribute to firmwide Secretarial Services projects and work closely with key Business Services stakeholders to implement new initiatives and improve service delivery.
• PA Support: Provide PA support to a small number of partners or fee earners, ensuring that their administrative needs are met effectively.

Knowledge, Skills, and Experience Required:

• Proven management experience, ideally within a legal or professional services environment.
• Experience in stakeholder management, with the ability to engage and collaborate effectively with senior leaders.
• A strong service delivery focus, with the ability to develop and implement operational improvements.
• Excellent interpersonal skills, with the ability to foster effective teamwork and motivate a large team.
• Ability to work in a fast-paced, deadline-driven environment, managing multiple priorities while maintaining high-quality results.
• Familiarity with HR processes, including recruitment, performance management, and employee relations.
• Strong organizational skills with an ability to manage resources effectively across different locations.
• A proactive approach to identifying issues and finding solutions that benefit the business and the team.

Additional Information:

• The successful candidate will be required to travel between the Glasgow and Edinburgh offices at least once a week. Travel expenses will be covered.
• A dynamic and supportive work environment with opportunities for professional development and growth within the firm.
• Attractive benefits package including health insurance, pension scheme, and more.

This role offers a fantastic opportunity for a motivated and experienced manager to lead a high-performing team and contribute to the success of a well-respected law firm.

Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.