PA

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 50 law firm to achieve “Platinum 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 makes Shoosmiths a fantastic place to work.

Our Real Estate group is one of the largest real estate teams in the UK, advising an impressive range of clients including commercial and residential developers, investors, major corporate occupiers and banks/funders. Offering exceptional market knowledge the team holds an outstanding reputation with clients and the market generally. “Clients are full of admiration for this team, noting it combines outstanding technical expertise with a “very” responsive service” (Chambers).

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.  This role requires proactive thinking to support the needs of the Legal Advisor.  

• Full diary management.
• Email management.
• Collation and sending out of client monthly reports.
• Undertaking regular billing /financial management relating to various clients.
• Preparation of draft emails and correspondence for approval.
• Typing reports, file notes and attendance notes.
• Complex document production and amendments.
• Preparing enclosures ready for signing and sending out with the post.
• Opening and closing client files in line with Real Estate and Firm policies.
• Undertaking all money laundering compliance on new client inception.
• Undertaking all conflict check compliance on new matter inception.
• Filing and eFiling 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.
• Management of client data sites including uploading of documents and issuing invitations to third parties to access the site.
• Deeds management.
• Liaising with clients mainly over the telephone.
• Organising meetings, travel arrangements etc.
• Travel booking for legal advisors
• Preparing bundles and liaising with the court on occasion
• Answering the telephone and dealing with routine enquiries

• Previous legal secretarial experience preferred within Real Estate or similar practice area.
• Excellent document production skills in particular within Word, updating complex documents.
• 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 60 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.  The ability to meet competing client and Legal Adviser demands is fundamental to the role.
• Occasional ability to be flexible to meet the demands of the work.
• 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 one’s 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

Our approach to our people is underpinned by our approach to diversity, inclusion and well being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues.

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.