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.

PA

Term: Permanent
Working hours: Full-time
Team: Employment
Location: Edinburgh
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 national Employment team is widely respected for providing an excellent service, providing pragmatic and timely legal advice to its highly regarded client base. The team primarily works with employer clients along with some individual advisory work and a mix of both contentious and non-contentious matters. We also have specialists in advocacy, corporate work and business immigration.

The role

Providing full PA and secretarial support to the Partner and Legal Advisors within the Employment team and where required cover any secretarial absences within the rest of the office where necessary.  In particular this role will support one Partner, one Senior Associate and one Solicitor who specialise in the full spectrum of Employment Law and therefore previous experience is preferred.  This role requires proactive thinking to support the needs of the Legal Advisors.  This role includes but is not limited to the following:-

Main responsibilities
  • Diary management acting proactively where possible and highlight diary clashes
  • Organising meetings and events internally and externally ensuring best use of the Partners’ time
  • Preparation of draft emails and correspondence for approval
  • Typing reports, excel spreadsheets, file notes and attendance notes
  • Digital dictation
  • 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 travel and accommodation
  • Minuting internal and external meetings
  • Answering the telephone and dealing with routine enquiries
  • Financial reports for clients and internal analysis
  • Billing on a monthly basis via SAP
  • Cash collection – liaising with client-side accounts teams to ensure prompt payment of our invoices
Skills and qualifications
  • Previous PA experience in a similar role within legal within Employment Litigation and ideally 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. 
  • Excellent knowledge of key Microsoft applications – Word, Outlook, Excel and PowerPoint
  • Good working knowledge of digital dictation
  • Knowledge of billing/time recording systems desirable (but training would be given)
  • 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
  • Have a good sense of humour
  • 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 ensuring telephones/lunch cover
  • Ability to be proactive 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.