Paralegal

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).

• This role is intended to fulfil two core criteria for the Glasgow based Real Estate Team providing the following support in a single role:

• full PA and secretarial support to the Partners and Legal Advisors within the Real Estate Team in Glasgow (a team of 4) and where required cover any secretarial absences within the rest of the office where necessary; and
• Paralegal support to the transactional work carried out by the team both working with Legal Advisors and having day to day responsibility for their own transactions

• In particular this role will support one Partner, one Legal Director and two Senior Associates who specialise in the full spectrum of Real Estate work and therefore previous experience in Real Estate is preferred.  This role requires proactive thinking to support the needs of the Legal Advisors. 

  Included below is an example of the Key Responsibilities and Skills and Experience required for each of the core areas comprised within the role. 

PA and Secretarial Support

• 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 documents, 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
• Paralegal
• Assisting on large portfolio transactions, including setting up and uploading information in data rooms, drafting documents and document management
• Basic title reporting (depending on experience)
• Assisting busy department with post-completion Real Estate transactional work, including completion of LBTT returns and submission within deadline, serving notices of assignation and making Registers of Scotland applications
• Assisting on various types of Real Estate transactions including Real Estate Finance work, Auction Purchases and Sales, Lease management work and Plot Sales for Housebuilders including managing day to day email and other correspondence on transactions, drafting docs based on existing styles and ordering searches and reports etc
• Communicating with clients and external solicitors (both in writing and by telephone) to deal with queries in relation to both post-completion work and own matters
• Financial management of files to include disbursements and inactive balances
• Front and back-end file opening, management and closing
• Completing property reports and schedules
• Assisting with various other tasks as required

• Previous PA experience in a similar role within legal and in particular Real Estate.
• 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 although the Glasgow based RE team do not generate a large volume of dictation so this will not form a large part of the expected role
• Excellent knowledge of key Microsoft applications – Word, Outlook, Excel and PowerPoint
• Good working knowledge of digital dictation although the Glasgow based RE team do not generate a large volume of 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

Paralegal

• The ideal candidate will have at least 6 months prior Paralegal experience working in a busy Real Estate team
• Proven ability to communicate effectively both verbally and in writing with internal and external clients
• Excellent attention to detail taken with all correspondence and documentation
• Flexible according to client needs, with the ability to adapt to change, new practices and remain calm under pressure
• Able to integrate within a team as well as working on your own initiative
• Prepared to get involved in business development, including the attendance at networking and other marketing events
• Good working knowledge of various applications – such as MS Office, Outlook and others
• 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.

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.