Maze Recruitment Services Limited
14 May 2017
13 Jun 2017
Contract Type
Full Time


SALARY: £23,500

LOCATION: Liverpool

HOURS OF WORK: 9:00am - 5:30pm Monday to Friday

BENEFITS: Excellent benefits - 25 days holiday per annum increasing with length of service up to 30 days + additional extra bens

Are you currently a Senior Legal Secretary or a Senior Legal Administrator looking for better prospects?? if so..This firm holds an 'outstanding’ Investor in People status standard. They are highly motivated and well trained people in delivering the high levels of service to their clients and the business expects and are now currently looking for a Departmental Management Assistant in Litigation.

Main Purpose of the role:

Working closely with the Head of Department the DMA will provide a proactive support service

Duties and Responsibilities:

  • Organise formal and informal departmental and other management meetings as required by the HOD
  • Prepare Agendas, Minutes and Action Lists from those meetings together with pro-active follow up of Action Points
  • Prepare new forms online
  • Organise monthly with each Fee Earner
  • Maintain register of monthly reports
  • Prepare monthly reports
  • Organise Fee Earner annual appraisals and ensure forms are completed
  • Maintaining register of appraisal forms
  • Maintain departmental billing
  • Prepare Fee Earner Monthly Fee estimate
  • Undertake monthly reviews
  • Prepare monthly action list
  • Undertake and prepare Monthly Review of Departmental Aged Debt Schedule (120 days +)
  • Undertake Monthly Review of Departmental Inactive Files List (30 days plus) & maintain Closed File Schedule
  • Maintain closed file schedule
  • Arrange Monthly Mini File Audit
  • Maintain monthly rota
  • Peer Review System - organise and maintain
  • Marketing / Business Development
  • Produce PowerPoint presentations in the Firm’s house style for tenders, business development and presentations using the firm’s house style template
  • Assist with the preparation of marketing materials, liaising with the HOD and Marketing and Business Development Team for this purpose
  • Assist the HOD prepare the annual Marketing / BD plan
  • Develop relationships with internal clients
  • Be responsible for co-ordinating secretarial workloads across the team
  • Ensure optimum secretarial utilisation
  • Pro-actively communicate with fee earners in relation to the secretarial resource keeping them abreast of changes and ensuring that a consistent and quality secretarial service is delivered
  • Approve annual leave
  • Attend Regional Secretarial Quarterly meetings and present queries and questions and then report back to the secretarial team
  • Manage secretarial resourcing issues on the ground due to sickness absence,
  • Ensure that Departmental IT Matters are reported through the relevant central IT reporting facility to ensure swift resolution.
  • Maintain a monthly register of Fee Earner Training / CPD
  • Co-ordinate training budget
  • Maintain a monthly register of Library spend

The above duties have been abbreviated as full job description can be discussed with the agency.


  • Experience of working in a fast paced professional services environment at a senior secretarial or senior administrative level for at least 5 years
  • Excellent verbal and written skills
  • Can demonstrate experience of working with confidential and sensitive information
  • Experience of copy and audio typing to at least 75wpm
  • Excellent knowledge and experience of MS Word (including track changes or Deltaview), Excel and PowerPoint with the ability to offer guidance to others
  • Outstanding interpersonal and communication skills
  • Outstanding client care skills and an understanding of requirement to meet internal/external client demands
  • Demonstrate experience of building professional relationships with clients and their assistants to assist the Fee Earner with business development
  • Excellent time management skills with the ability to prioritise and manage high volumes of work both in terms of individual workload and the departmental secretarial workload to ensure excellent service delivery in a calm and professional manner
  • Organised, methodical and accurate approach with a commitment to service excellence
  • Ability to work to strict deadlines under pressure
  • Ability to use sound judgement to assist in the smooth running of the team
  • Ability to demonstrate to clear and practical understanding of Risk Management Policies and Procedures which apply to their relevant department
  • Proven ability to use initiative and take responsibility /Ownership for tasks and work as part of a team is essential
  • Flexible approach to working pattern is essential to meet client demands
  • Excellent working knowledge of the firm’s Practice Management System, billing and WIP management

KEY WORDS: Legal Secretary, Senior Legal Secretary, Team Leader, Department Assistant, Departmental Manager, Legal Team Leader, Senior Administrator, Litigation

Liverpool, Birkenhead, Wallasey, Wirral, Warrington, Wigan Kirkby, Ormskirk, Bootle, Crosby, Southport, Chester, Manchester, Stockport, Greater Manchester, Cheshire, Lancashire, Preston, Blackburn, Sale,