Paralegal

Grade and Salary

FTE and working pattern

Full-time (35hrs per week); Open-ended

Reward and Benefits

33 days annual leave, plus 9 buildings closed days for all full time staff.

Use our total rewards calculator: https://www. hw. ac. uk/about/work/total-rewards-calculator. htm to see the value of benefits provided by Heriot‑Watt University.

Purpose of Role

This is a newly created role – and a rare opportunity to help shape and grow the University’s legal function.

As our first Paralegal, you will play a key role in building efficient, modern legal processes and supporting a high impact in-house legal team.

The postholder will work closely with colleagues across academic schools, professional services, and external partners to support the drafting, review, and management of legal documentation and processes.

You can expect a varied and engaging workload spanning contracts, employment matters and property related work across a globally connected university.

This role offers a unique opportunity to join a developing in-house legal function, gain hands-on experience across a wide range of legal areas and to build your career within a globally recognised university.

• Key Duties and Responsibilities
• Legal Support
• Assist in drafting, reviewing, and preparing a wide range of legal documents, including:
• commercial contracts
• collaboration agreements
• NDAs
• consultancy agreements
• studentship agreements
• material transfer agreements
• contracts for goods and services
• Employment‑related documentation (e. g. contracts, policies, correspondence)
• Property and estates‑related documentation (e. g. leases, licences).
• Conduct legal research on matters including in relation to higher education law, commercial law, data protection, intellectual property, and regulatory compliance.
• Support the legal teams in dispute resolution processes, including document collation, correspondence drafting, and case preparation.
• Governance, Compliance & Risk
• Assist in interpreting legislation and regulatory updates relevant to the University and its global campuses.
• Support updates to internal policies, procedures, and guidance.
• Maintain accurate legal records, contract registers, and compliance documentation.
• Contribute to developing clear, practical guidance and tools to support colleagues in understanding legal and contractual obligations.
• Operational & Administrative Support
• Coordinate contract workflows, approvals, and document execution.
• Prepare reports, briefings, and papers for internal governance committees and senior leadership.
• Liaise with internal stakeholders to support understanding of contractual obligations and legal processes, including assisting with training delivery.
• Support the assurance team with insurance and claims handling where required.
• Support the development of efficient, digitally enabled legal processes and systems, including document management and tracking tools.

Person Specification

These are the criteria on which the short‑listing and recruitment selection will be made.

Education

• A recognised Scots law paralegal or equivalent qualification. Law degree (LLB)would also be considered

Experience

• Demonstrable experience working as a paralegal or legal assistant in a law firm, in‑house team, or public‑sector organisation.

Administration roles, internships or placements are relevant.

• Experience drafting, reviewing, or managing legal documents and contracts.
• Experience conducting legal research and summarising findings clearly

Skills

• Strong understanding of legal principles and terminology and willingness to develop expertise in contract, employment and property law as well as general commercial work.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in document handling.
• Ability to manage multiple tasks, prioritise effectively, and meet deadlines.
• Strong organisational and record‑keeping skills.
• Proficiency with Microsoft Office and document management systems
• Excellent IT and digital skills, with confidence using and adapting to new systems and tools.
• Attributes
• Discretion and professionalism when handling confidential information.
• Ability to work collaboratively with colleagues at all levels.
• Proactive, curious solution focused approach, willingness to learn and take ownership. A self‑starter with a can‑do attitude.
• Motivation to build a career in an in‑house environment.
• Interest in working in an international, values driven organisation with a diverse global community.
• Experience working in a higher‑education, research, or public‑sector environment.
• Knowledge of data protection (UK GDPR), FOI, procurement rules, or intellectual property.
• Experience supporting dispute resolution or litigation processes.
• Familiarity with international contracts or multi‑jurisdictional legal issues (relevant due to HWU’s global campuses).
• Experience supporting insurance or risk‑management processes.
• Training or certification in compliance, risk, or contract management
• Interest in or exposure to employment law, property law or commercial contract.
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