Legal Data Assistant in Birmingham

We are seeking a detail-oriented and highly organised Data Assistant to support the management, export, and transfer of data relating to legal matters. Initially, the legal data you would be handling would simply be documents and related information that form part of a legal case. This role is critical in ensuring accurate, timely, and secure handling of sensitive information between systems, whilst also engaging with both internal and external clients.

The ideal candidate will have strong data handling skills, a high level of accuracy, and an understanding of confidentiality requirements within a regulatory or compliance environment.

We can offer you:

• A culture of trust and empowerment with responsibility and autonomy over your work and the freedom to manage when and how you do it
• A supportive and collaborative team environment
• Exposure to a growing Managed Legal Services function
• Opportunities for development within legal technology, data, and operations
• A competitive package with amazing benefits!

The opportunity:

Our Managed Legal Services (MLS) team is growing rapidly, and we are recruiting a Data Assistant to support legal data related activities. Initially, the data you would be handling would simply be documents and related information that form part of a legal case, with primary focus being data extraction and secure transfer to the correct parties. This involves extracting, organising, preparing, and securely transferring data safely and securely between systems, whilst also engaging with both internal and external clients.

You will work with data from multiple sources such as shared drives, case management systems, and email exports, ensuring it is correctly structured and suitable for delivery. This role would suit someone with a tenacious and resilient approach to problem solving, who enjoys and works well in a fast-paced environment. You will have exposure to hands-on work from day one and will play a key role in a thriving team who always provide a high-quality service. Over time, there will be opportunities to support wider MLS activities and broaden your skillsets, with opportunities for you if you are looking to gain broad ranging experience that will help develop your legal career.

What you will be doing:

Day-to-Day (Initially):

• Extracting and preparing data from digital and physical data repositories
• Organising files into clear, consistent, and logical folder structures
• Preparing files for secure transfer to clients or third parties
• Checking files for accuracy, completeness, and consistency
• Uploading files to secure platforms (e.g. WeTransfer, HighQ or equivalent)
• Transferring files securely to internal and external clients
• Maintaining logs of processed and transferred files
• Managing multiple tasks simultaneously within defined deadlines

Your key duties will be:

• Extract, compile, and export data from different systems in line with regulatory requirements and business needs.
• Transfer data securely between systems, departments, and external parties, ensuring compliance with data protection standards.
• Maintain accurate records of data transfers and ensure appropriate audit trails are in place.
• Support the preparation of regulatory submissions, reports, and filings.
• Perform data validation and quality checks to ensure accuracy and completeness.
• Assist with organising and maintaining regulatory data repositories and document management systems.
• Collaborate with Legal, Compliance, and Regulatory teams to ensure data is handled appropriately.
• Respond to internal and external data requests in a timely and professional manner.
• Identify and elevate discrepancies, errors, or risks in data handling processes.
• Contribute to continuous improvement of data processes, controls, and documentation.

What you will need:

Essential:

• A strong educational background, and an interest in data and the legalities around using data e.g. GDPR etc.
• Previous experience in a data support or regulatory role is desirable, but not essential.
• Strong attention to detail and a high level of accuracy.
• Experience organising, exporting and manipulating data (e.g., Excel, databases, reporting tools).
• Strong written and verbal communication skills
• Excellent organisational and time-management skills, with the ability to handle multiple tasks concurrently and meet deadlines under pressure.
• Trusted to handle sensitive information with discretion
• Can work independently and collaborate as part of a team
• Proactive with a problem-solving mindset.
• Proficiency in Microsoft 365 tools, particularly Excel (e.g. filtering, sorting, pivot tables)
• Awareness of secure file transfer platforms (e.g. WeTransfer, HighQ or similar)

Desirable:

• Experience with data review platforms
• Experience in a legal, regulatory, or professional services environment
• Familiarity with case management systems and document management platforms
• Exposure to eDiscovery or data review platforms (e.g. Relativity, Nuix or similar)
• Use of tools such as SharePoint, Power BI, Power Automate, or Power Apps
• Experience working with datasets (e.g. Excel, CSV files, file systems, or database exports)
• Exposure to supporting data-heavy processes such as DSARs, litigation support, or regulatory reviews
• Experience with analysing and inputting legal data.

Benefits, Agile Working and Additional information:

We embrace agile working and offer a blended approach to where and how we work. We appreciate that people have different needs and preferences and we’re keen to be flexible, after all, we value what you do, not where you do it. We have the following hubs across the UK: Birmingham, Bristol, Edinburgh, Leeds, Leicester, Lincoln, London, Milton Keynes, Nottingham, Sheffield, Stratford upon Avon & Tunbridge Wells. Please note - This role will be based in one of our hubs in Sheffield or Birmingham. Our standard office hours are Monday – Thursday 9.00am to 5.30pm and Friday 9.00am – 5.00pm. Due to the nature of this role candidates will need to be flexible in terms of working hours; in addition to our standard hours cover will be required during evenings and weekends.

Want to find out more about our amazing benefits?

Meet the Team:

The Managed Legal Services team supports Shakespeare Martineau, Lime Solicitors and Corclaim with legal process management, paralegal support, client discovery, due diligence, data intelligence, knowledge management and client management services. The role of this team is to help improve efficiencies and the client experience by supporting our fee earning teams.

Additional information:

Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward. Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found here.

Equal opportunities:

Shakespeare Martineau is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.