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 full PA and secretarial support to the Head of Shoosmiths Scotland, Partners and Legal Advisors within the Real Estate Team and where required cover any secretarial absences within the rest of the office where necessary.  In particular this role will support legal advisors 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.

• Extensive diary management ensuring best use of HOSS’ time – internal plus external BD - teams / calls / lunches
• Compiling draft emails in HOSS and Partners’ name using own initiative
• Confidential management assistance – business cases / tenders etc
• Arranging/co-ordinating client events, eg Rugby / client charity walk etc
• External Client reports/spreadsheets
• Internal reports/spreadsheets – Fees/Capacity Report/Reservations & Settlements
• Keeping records of HOSS’ 1:1s with RE partners/Principal Associates and compiling agendas
• Responsible for PA office days rota
• Preparation of draft emails and correspondence for other LAs’ 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
• Filing of incoming and outgoing post and correspondence
• Preparation of Expense claims
• 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

• Previous PA experience in a similar role within legal within 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. 
• 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.