Legal PA

Birmingham, England, United Kingdom

12/12/2024

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 top ranking Commercial group “epitomises professionalism – they are just what in-house counsel require – very experienced; intelligent, commercially minded; and supreme negotiators” (The Legal 500). From contracts for e-business to major outsourcing projects, and whether relating to purchasing, production, marketing, selling, infrastructure or technology, our lawyers understand the need to be both commercial and apply the law in real life situations in partnering our clients to achieve their commercial objectives.

The role

Providing full PA support to allocated Partners and Legal Advisors within the IP team and, where required, support legal advisors in the wider Commercial group. This role requires proactive thinking to support the needs of the Partners and Legal Advisors, with a particular focus on IP litigation, and their clients. PAs are considered to be an integral part of this inclusive, fun team and key in helping to deliver excellence and achieving our team goals.

Main responsibilities

• Diary management, acting proactively where possible and highlighting any diary clashes
• Organising litigation files (predominantly electronically)
• Assistance with Court forms and CE-filing (training can be provided)
• Preparing Court bundles
• Dealing with billing, including of IP litigation matters, issuing invoices and any related client queries
• Monitoring the team’s cash collection targets and pro-actively chasing clients for unpaid fees
• Preparation of draft emails and correspondence for approval
• Producing / amending documents
• Using SAP to produce weekly performance reports for the team
• Organising meetings, travel arrangements, hotels etc.
• Opening and closing client files in line with best practice
• Undertaking money laundering compliance on new client inception
• Producing letters of engagement for approval and incepting new clients in GK2
• Undertaking all conflict check compliance on new matter inception
• Filing/E-Filing of incoming and outgoing correspondence
• Archiving
• Preparation of expense claims
• Updating and maintaining the Interaction client relationship management data base with relevant client contact details
• Liaising with clients over the telephone and at times in person
• Fielding calls as needed and dealing with routine enquiries
• Financial reports for clients and internal analysis
• Event organisation for client and team events
  
  

Skills and qualifications

• Previous PA experience in a similar role within legal, ideally with IP/Commercial/litigation or similar practice area experience
• Experience of billing and organising litigation files
• Self motivated and able to work without supervision and to a high standard
• Excellent and accurate keyboard skills required.
• Excellent knowledge of Microsoft applications – word, outlook, excel and PowerPoint
• Knowledge of billing/time recording systems desirable (but training would be given)
• Knowledge of Collaborate (but training would be given)
• Knowledge of Co-pilot (but training would be given)
• Knowledge of e-filing desirable (but training would be given)
• Attention to detail, especially when working with correspondence and documentation
• Flexible with the ability to adapt to change, new practices and cope under pressure
• The ability to suggest new and better ways of working and implement new processes
• 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 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 and to work under pressure
• 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 and closely with the team’s other PA in order to provide seamless support, ensuring telephones/lunch cover
• Ability to be pro-active and deliver a quality service to both internal and external clients
  
  

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.