Legal PA - People & Reward in Manchester

Providing full PA and secretarial support to the Immigration team primarily but with wider support to the Employment team in the office including MI and client reporting for specific clients. This role requires proactive thinking to support the needs of the Legal Advisors.

The team Our national Employment team is widely respected for providing an excellent service, providing pragmatic and timely legal advice to its highly regarded client base. The team primarily works with employer clients along with some individual advisory work and a mix of both contentious and non-contentious matters. We also have specialists in advocacy, corporate work, and business immigration.

Main responsibilities

• Opening and closing client files in line with best practice including immigration specific instructions for example diarising visa expiry dates
• Undertaking all money laundering compliance on new client inception
• Undertaking all conflict check compliance on new matter inception
• As part of our compliance obligations completing the tracker of immigration matters and inputting the required billing arrangements and disbursements
• Supporting Rachel in particular with the allocation of work within the team
• Filing of incoming and outgoing post and correspondence
• Dealing with indents, disbursements and requesting money on account from personal immigration clients
• Preparation of Expense claims
• Undertaking all client filing management and archiving tasks (generally electronically)
• Updating Interaction with client contact details
• Liaising with clients over the telephone and at times in person
• Organising travel and accommodation
• Answering the telephone and dealing with routine enquiries
• Financial reports for clients and internal analysis including DHL and Linnaeus reporting and client specific reports
• Billing on a monthly basis via SAP including dealing with monies on account and ensuring numerous disbursements are raised and included on invoices
• Preparing and sending billing letters and reminders to clients
• Cash collection – liaising with client and accounts to ensure prompt payment of our invoices
• Organising meetings and events internally and externally
• Preparing and amending documents for client and internal purposes, mainly using Word, Excel and PowerPoint
• Preparation of draft emails and correspondence for approval
• Digital dictation, typing reports, excel spreadsheets, file notes and attendance notes

Skills and qualifications

• Previous PA experience in a similar role within legal and within Employment and Immigration team
• 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 65 wpm
• Excellent knowledge of key Microsoft applications – Word, Outlook, Excel and PowerPoint
• Good working knowledge of digital dictation
• Knowledge of billing/time recording systems
• Taking care and attention in all correspondence and documentation
• Able to adapt to change, new practices and prioritisation of competing tasks and timescales
• 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/returned within the specified timescales
• Friendly and helpful approach to dealing with queries
• Ability to prioritise, be organised and efficient
• Ability to work under pressure and manage multiple priorities and requests on your time from Legal Advisers
• Good listening skills and ability to respond to feedback
• Able to integrate and work within a team as well as working on one’s own initiative
• Ability to be proactive and deliver a quality service to both internal and external clients

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. 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.