Job Description

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.

The team

Our national Corporate team, which was, the most active law firm in the UK based on volume of mergers and acquisitions advised on throughout 2022 based on Experian rankings, is led by a team of Partners widely regarded as leaders in their field and who are regularly recommended by clients for their reputation, personalities and outstanding expertise.

The role

Working alongside a strong PA group, the successful candidate would be expected to provide full PA and secretarial service support to the Partners and Legal Advisors in the London Corporate team. This role requires proactive thinking to support the needs of the Legal Advisors.

Main responsibilities

  • Full diary management.
  • Assisting with billing guides, bill preparation and incoming/outgoing funds requests, including cheque requisitions.
  • Email management to include email filing.
  • Collation and sending out of client monthly reports.
  • Preparation of draft emails and correspondence for approval.
  • Complex document production, cross-referencing and amendments
  • Typing reports, file notes, correspondence and attendance notes.
  • Preparing enclosures ready for signing and sending out with the post.
  • Incepting clients and matters in line with the firm’s guidelines
  • Closing client matters in line with corporate best practice.
  • Assisting in the undertaking all money laundering compliance on new client inception.
  • Assisting in conflict checks prior to client and matter inceptions.
  • Filing and eFiling 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, mainly over the telephone.
  • Organising meetings, travel arrangements etc.
  • Travel booking for legal advisors
  • Answering the telephone and dealing with routine enquiries

Skills and qualifications

  • Previous secretarial/administrative experience within Corporate, similar practice area or other professional service firm (although not required depending on candidate).
  • 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 and Excel (basic knowledge) (Powerpoint 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.
  • 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.
  • Team player.

Equal opportunities

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.

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