Legal 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.

Providing full PA and secretarial support to the Partners and Legal Advisors within the Dispute Resolution & Litigation team and where required cover any secretarial absences within the rest of the office where necessary.  In particular this role will support two Partners who specialise in the full commercial litigation and therefore Litigation experience is essential.  This role requires proactive thinking to support the needs of the Legal Advisors.  This role includes but is not limited to the following:-

• 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

• Previous PA experience in a similar role within legal within Litigation and ideally Commercial Litigation.
• 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

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.