Business Support Manager within Private Client

A Business Support Manager (BSM) vacancy has arisen within our Private Client group. We are looking for an individual who can employ high quality knowledge and skills, demonstrate a professional approach to their work and a positive attitude. The role will support a practice area and the Senior Business Support Manager (SBSM) in firmwide projects.

About Macfarlanes

Macfarlanes is a pre-eminent law firm that serves a global client base in private capital, private wealth, M&A and disputes. Personal connection, an entrepreneurial spirit and a commitment to excellence are at the heart of our firm. These values drive our ability to deliver exceptional outcomes for our clients.

We are big enough to undertake the most complex and demanding mandates yet small enough to know each other well and to be agile, adapting to the needs of our clients. We seek to strengthen the firm by recruiting talented people from all backgrounds who want to build long-lasting and impactful careers with us. Our culture is challenging and supportive, creating an environment where individuals can thrive.

What this means for you

Joining Macfarlanes mean being part of a collaborative, approachable team who want you to succeed. You’ll be encouraged to get involved and recognised for your contribution.

We take your development seriously. Our learning and development programmes are second to none and are designed to help you strengthen your skills.

Above all, you’ll be part of a firm where we all work together as part of a cohesive and supportive team, value your efforts and help you to thrive.

The team

Our Private Client group consists of 11 Partners, six Senior Counsel, 32 Associates, seven Trainee Solicitors, three Senior Advisors, three Paralegals and two Senior Knowledge Lawyers. The practice is supported by a team of PAs which consists of one Business Support Manager, four Senior Team PAs, three Team PAs, two Junior Team PAs and one Administration Assistant.

The role

This role supports the Partners by overseeing the operational running of the department, the PA team, and being a key point of contact for business services teams for the practice area. The role will help improve Partner sustainability by coordinating practice-related administration enabling partners to focus on client work and the financial management of the practice.

Key duties will include:

Departmental:

• support the Head of Practice and Partners with all non-fee earning departmental projects and responsibilities and act as a point of contact for the group;
• maintain an awareness of wellbeing of the group, notifying the partners and HRBP when necessary;
• attend Partner meetings including setting agendas and producing action notes following the meeting;
• suggest and allocate development Partners, work allocation groups, mentors and buddies for the fee earners;
• manage and communicate group changes such as joiners, leavers, all types of leave to ensure transparency;
• support the Partners and HRBP with benchmarking for salary review;
• understand the firm’s D&I initiatives and support the D&I partner champion with their progress along with helping foster an inclusive environment;
• proactively liaise with finance to ensure that appropriate financial information is available to keep the Partners informed about performance and utilisation;
• monitor associate and trainee utilisation and ensure trainees have plenty of exposure to all types of work and partner contact;
• manage the billing procedures in conjunction with the revenue team ensuring all PAs are trained, following the process and keeping on top of the group’s WIP and debt;
• liaise with IT to support any technology changes or upgrades and ensure that any reoccurring feedback is communicated; and
• work with all business services teams and ensure their processes and procedures are followed and supported by the PA team.

Business development:

• liaise with BD managers to ensure that appropriate market and financial information is available for key clients and prompt Partners to meet with their key clients; and
• work with BD managers to ensure interaction lists, referral data and other projects/events are being managed by the PAs and are accurate.

Team development:

• responsible for development and training of the PA team ensuring that an appropriate level of skills and positive behaviours are applied;
• responsible for providing feedback, managing expectations, performance management and check-ins of the PA team;
• ensure the PA team are providing a proactive service, building relationships and understand the needs of the team and its clients;
• seek guidance from SBSM before considering recruitment needs and assist with the recruitment process for all PA roles across Macfarlanes;
• manage work allocation to ensure work is allocated fairly and exposure is given to support development; and
• manage resourcing, succession planning and any potential promotions, with support from management when necessary.

Firmwide with guidance and support of SBSM:

• ensure that ideas and best practice are shared and a consistent approach is followed;
• create and implement departmental procedures and processes in line with firmwide initiatives;
• identify training needs for PAs and assist L&D with delivery if necessary;
• discuss resourcing needs with SBSM to identify succession or opportunities in other groups;
• work with SBSM to ensure alignment across all teams and areas across the business;
• brainstorming new ideas and continuously evolving the PA resources; and
• assist colleagues in various practice groups/other fee earners with overflow work whenever necessary.

This job description encompasses the main duties of the role and is by no means exhaustive. It is anticipated that duties may vary from time to time according to the needs of the practice area.

The candidate

Broadly, we want to recruit an individual that fulfils the following criteria:

Qualifications, experience and technical skills

• strong PA experience with supervisory and mentoring experience (essential);
• previous experience within a partnership is essential, preferably a law firm or within professional services;
• secretarial qualifications desirable e.g. RSA, ILEX, legal secretarial diploma;
• excellent command of the English language including grammar and spelling, and numerate;
• MOS (Microsoft Office Specialist) certificate for Word 2010, at core level.  Full training is provided for those who do not currently have this; and
• some financial experience and commercial understanding.

Technical skills

• accurate typing, spelling, grammar and proof reading skills;
• advanced Microsoft Word skills, strong knowledge of PowerPoint or Visio and Excel, and experience of email systems;
• knowledge of CompareRite and track changes;
• experience of a document management system; and
• experience of time recording, client management and billing systems (e.g. Carpe Diem, InterAction and Elite).

Personal attributes

• articulate with excellent communication skills, both oral and written;
• ability to build relationships with Partners, colleagues and business services teams, and demonstrate good influencing skills;
• demonstrate confidence, strength of character and resilience in the face of challenge and resistance;
• maintain a good attendance and punctuality record;
• client orientated approach, both internally and externally;
• strong organisational skills and excellent attention to detail, with the ability to prioritise and meet deadlines;
• self-motivated, proactive, a team player whilst also able to act on own initiative and problem solve;
• ability to cope with a high volume of work, pressure and fluctuating workloads; and
• professional and presentable manner.

Application screening

Any offer of employment with us is subject to our pre-employment checks which are conducted by a third-party screening provider. These may include but are not limited to your professional and academic qualifications, any criminal records and employment references. These checks will be initiated with your consent and your offer will be subject to the successful completion of these checks.

Our commitment to inclusion

Inclusion is one of our key priorities and it is a goal we are actively working towards. We believe that an inclusive, forward-thinking culture is intrinsically important and enables us to provide innovative solutions to our clients.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation or any other characteristic.

As part of this commitment, we will ask you certain diversity data questions. We would really appreciate you and/or your recruiter completing these questions when submitting an application to Macfarlanes as this data enables us to measure our progress and identify any actions needed to continue to support an inclusive culture. This data is anonymised to maintain the privacy of applicants. If you have any questions relating to how this data is used, please contact a member of the recruitment team.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team. Please note, the job description is available in other accessible formats (for example, large print).

We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please email the recruitment team at recruitment@macfarlanes.com.