We are undertaking maintenance on AllHires systems from 8 am on Saturday 25th January until 8pm on Sunday 26th January 2020. We aim to keep our systems available on Saturday but there is a risk of short interruptions in service. On Sunday AllHires will be unavailable from 8am for approximately 5 hours, with a further risk of interrupted service until 8pm. If you are using this system during the weekend we advise that you regularly save your work. If you have any questions, please contact our team support@allhires.com.

Legal PA

Experience level: Intermediate
Term: Contract
Duration: 9 month FTC
Working hours: Full-time (9 month FTC)
Team: Commercial Group
Location: Birmingham
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 a full PA and secretarial service supporting Partners and Legal Advisors and where required cover any secretarial absences within the rest of the office where necessary.  This role requires proactive thinking to support the needs of the Legal Advisor.  

Main responsibilities
  • Collation and sending out of client monthly reports.
  • Monitoring of financial hygiene for the team.
  • Preparation of draft emails and correspondence for approval.
  • Typing reports, file notes and attendance notes.
  • Preparing enclosures ready for signing and sending out with the post. 
  • Opening and closing client files in line with best practice.
  • Undertaking all money laundering compliance on new client inception.
  • Undertaking all conflict check compliance on new matter inception.
  • Filing of incoming and outgoing post and correspondence.
  • Preparation of Expense claims.
  • Cheque requisitions.
  • 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.
  • Organising meetings, travel arrangements, hotels etc.
  • Hotel and travel booking for legal advisors
  • Answering the telephone and dealing with routine enquiries
Skills and qualifications
  • Previous PA experience in a similar role within legal ideally within Commercial
  • Self motivated and able to work without supervision and to a high standard
  • Excellent and accurate keyboard skills required, as you will be required to obtain typing speeds to a minimum of 65 wpm. 
  • Good working knowledge of various applications – word, outlook, digital dictation (powerpoint and excel helpful but not a necessity).
  • Taking care and attention into all correspondence and documentation
  • Flexible with the ability to adapt to change, new practices and cope under pressure
  • 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 the 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, be organised and efficient
  • Ability to work under pressure
  • Good listening skills
  • Able to integrate within a team as well as working on ones own initiative
  • Work as part of a team 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.