The firm
Shoosmiths is the law firm clients choose for excellent service, incisive thinking and above all for our ability to focus on what matters. From offices across the UK and Brussels, we support some of the world’s most exciting and ambitious businesses; amazing clients making an impact. We empower our people to be their authentic selves and deliver together in supportive teams committed to excellence and innovation. 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.
We have an outstanding benefits package to complement our competitive remuneration system. In addition to the competitive salaries, great working environment and high-quality work, we believe that all staff should be rewarded for their commitment to the continued success of the firm through a comprehensive and flexible range of benefits.
To discover more about our benefits, please visit: Benefits Package
The team
Our Litigation Services team in Scotland provide a broad range of commercial dispute resolution services, acting for clients across a number of key sectors and industries.
The team covers a range of specialisms including commercial litigation, debt recovery, property litigation, insolvency, and lending and banking disputes. The team litigates in the Court of Session and in Sheriff Courts throughout Scotland and is also well-practiced in all forms of alternative dispute resolution, including mediation.
Main responsibilities
1. Opening new files
2. Closing files
3. Write offs
4. Conflict Checks for proposed new clients
5. SAP queries from the team
6. Runlists for the team
7. Incepting new clients to include AML and preparing letters of engagement
8. Preparing entries on Finance system
9. Credit Note requests
10. Digital dictation
11. Preparation of draft emails and correspondence for approval
12. Preparation of court documents including combining pdf documents
13. Preparing enclosures ready for signing and sending out with the post
14. Expense forms for the team
15. Billing on a monthly basis via SAP including obtaining narratives to go with invoices and sending invoices to clients
16. Diary management. acting proactively where possible and highlight diary clashes
17. Organising meetings and events internally and externally ensuring best use of the Partners’ time
18. Booking travel and accommodation where required
19. Annual cover for other PA
20. Assisting with typing
21. Diary court hearings/reminders re court hearings etc
22. General admin - dealing with queries raised by legal advisors
23. Assisting with bundles
24. Organising travel and accommodation
25. Cash collection – liaising with client-side accounts teams to ensure prompt payment of our invoices
26. Other ad hoc admin duties to assist the team.
Skills and qualifications
27. Previous secretarial/administrative experience within a similar practice area or other professional service firm
28. Excellent document production skills in particular within word, updating complex documents
29. Self-motivated and able to work without supervision and to a high standard
30. Excellent and accurate keyboard skills required.
31. Good working knowledge of various applications – Word, Outlook, and Excel (basic knowledge) (PowerPoint helpful but not a necessity).
32. Taking care and attention into all correspondence and documentation
33. Flexible with the ability to adapt to change, new practices and cope under pressure
34. Excellent presentation skills reflected in their work
35. A methodical and organised approach with keen attention paid to every detail
36. 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.
37. Occasional ability to be flexible to meet the demands of the work
38. Friendly and helpful approach to dealing with queries
39. Excellent communication skills and telephone manner
40. Ability to prioritise, be organised and efficient
41. Ability to work under pressure
42. Good listening skills
43. Able to integrate within a team as well as working on one’s own initiative
44. Work as part of a team ensuring telephones/lunch cover
45. Ability to be pro-active and deliver a quality service to both internal and external clients.
46. Team player