Term: Permanent
Working hours: Full-time
Team: Commercial Group
Location: Thames Valley
The firm

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 100 law firm to achieve “Gold Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance and pomposity makes Shoosmiths a fantastic place to work.

The team
Our top ranking Commercial group “epitomises professionalism – they are just what in-house counsel require – very experienced; intelligent, commercially minded; and supreme negotiators” (The Legal 500). From contracts for e-business to major outsourcing projects, and whether relating to purchasing, production, marketing, selling, infrastructure or technology, our lawyers understand the need to be both commercial and apply the law in real life situations in partnering our clients to achieve their commercial objectives.
The role

Providing full PA support to the Partner and Legal Advisors within the Commercial team and, where required, cover any secretarial absences within the rest of the office.  This role requires proactive thinking to support the needs of the Legal Advisors. 

Main responsibilities
  • Diary management, acting proactively where possible and highlighting any diary clashes
  • Preparation of draft emails and correspondence for approval
  • Producing / Amending documents
  • Running comparisons
  • Dealing with client and invoice queries
  • Monitoring the team’s cash collection targets and pro-actively chasing clients for unpaid fees
  • Using SAP to produce weekly performance reports for the team
  • Organising meetings, travel arrangements, hotels etc.
  • Opening and closing client files in line with best practice
  • Undertaking all money laundering compliance on new client inception
  • Producing letters of engagement for approval and incepting new clients in SAP
  • Undertaking all conflict check compliance on new matter inception
  • Filing/E-Filing of incoming and outgoing correspondence
  • Archiving
  • Preparation of Expense claims
  • Undertaking all client filing management and archiving tasks
  • Updating Interaction with client contact details
  • Liaising with clients over the telephone and at times in person
  • Answering the telephone and dealing with routine enquiries
  • Financial reports for clients and internal analysis
  • Billing on a monthly basis via SAP
  • Event organisation for key client events
Skills and qualifications
  • Previous PA experience in a similar role within legal, ideally with Commercial or similar practice area experience
  • Self motivated and able to work without supervision and to a high standard
  • Excellent and accurate keyboard skills required. 
  • Excellent knowledge of Microsoft applications – word, outlook, excel and PowerPoint
  • Knowledge of billing/time recording systems desirable (but training would be given)
  • Knowledge of e-filing desirable (but training would be given)
  • Attention to detail, especially when working with  correspondence and documentation
  • Flexible with the ability to adapt to change, new practices and cope under pressure
  • The ability to suggest new and better ways of working and implement new processes
  • Excellent presentation skills reflected in their work
  • A methodical and organised approach with keen attention paid to every detail
  • Good organisational skills to ensure that tasks are effectively scheduled within working time available, and that urgent work is completed and returned within the specified timescales
  • Friendly and helpful approach to dealing with queries
  • Excellent communication skills and telephone manner
  • Ability to prioritise and to work under pressure
  • Good listening skills and ability to respond to feedback
  • Able to integrate within a team as well as working on one’s own initiative
  • Work as part of a team and closely with the team’s other PA in order to provide seamless support, ensuring telephones/lunch cover
  • Ability to be pro-active and deliver a quality service to both internal and external clients
Equal opportunities

Shoosmiths is a committed Equal Opportunities employer promoting equality of opportunity. This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.