Job ref no.: CT3120081-01#1806

HKG - Office Services Executive

Clifford Chance LLP

Resource and Workflow Management
  • Managing peaks and troughs in the workload, allocating work appropriately and ensuring that the individual secretarial workload is balanced
  • Regularly reviewing the legal support service levels with Practice Managers
  • Allocation of secretaries to fee earners and secretarial buddy groups
  • Allocation and monitoring of the Saturday on duty and holiday on-call system
  • Ensuring cover is provided for fee earners during absence (sickness, holidays, maternity) of secretaries
  • Managing the HK Document Production Unit (DPU) to ensure continuity of service levels across day and night shifts
  • Managing the interface between secretaries and the DPU (London, Mumbai/New York), taking corrective action when required
  • Assisting in recruitment process for new secretaries, involving Practice Managers at relevant stages
    Performance Management and Career Development
  • Organising (and delivering if required) tailored induction programmes for new secretarial staff
  • Briefing new secretarial staff, working practices, performance standards
  • Review performance and training needs of new joiners after 3 months and work out a development plan where appropriate
  • Assisting in developing and reviewing a development and training plan for each member of the secretary group where applicable
  • Ensuring that training needs are delivered (liaise with HR team over soft skills training and IT over technical training programmes and regularly reviewing effectiveness) in line with firm's policy and strategy.
  • Collecting feedback from individual fee earners during appraisal process including setting up and taking notes in the appraisal meetings.
  • Addressing performance management issues by liaising with the Office Services Manager.
Listed below are the minimum expectations for technical skills, experience and qualifications which the individual needs to meet in order to perform their role:

Technical Skills
  • Proficient in Microsoft Office applications (Word, PowerPoint, Excel and Outlook)
  • 6-8 years work experience with at least 5 years in a legal environment
  • Preferably experience of managing a team.
Qualifications and other requirement
  • Matriculated or above
  • Excellent command in both spoken and written English
  • Meticulous, proactive and highly motivated team player
  • Able to build rapport with stakeholders

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