Legal PA in Belfast

Location: Belfast, Northern Ireland, United Kingdom

Providing a full PA service supporting the Legal Advisors (LAs) in the Dispute Resolution Team in Belfast, and covering for any PA absences in the wider UK team where necessary. This role requires proactive thinking, exceptional organisation and attention to detail. The suitable candidate needs to be self‑motivated and use their own initiative to support the needs of the team.

About 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.

Main Responsibilities:

• Diary management, acting proactively and highlighting diary clashes
• Organising meetings, travel arrangements, hotels, etc.
• Business development – working with the team to organise and record BD activity and assist with developing client relationships
• Preparation/drafting correspondence for approval, and issuing correspondence externally
• Completing dictations in relation to emails, documents, file notes, attendance notes and reports
• Organising meetings and events internally and externally ensuring best use of the LAs’ time
• Completing and submitting file opening forms and liaising with the firm’s Central Compliance Unit regarding conflict checks, know‑your‑client requests and money laundering compliance
• Opening new files and assisting LAs with the preparation of engagement documentation
• Undertaking all client filing management and archiving tasks
• Organising storage of files on and off site
• Collation and managing financial reports and other finance data from the firm’s financial system
• Monitoring of financial hygiene for the team, to include the regular circulation of WIP and Aged Debt reports to LAs
• Receiving/scanning incoming post to case management system and circulating to LAs
• Preparation of expense claims
• Raising, sending out and chasing payment of invoices
• Ensuring prompt payment of third‑party invoices, such as Counsel’s fee notes, Process Server Invoices and Expert’s Invoices
• Regularly updating the firm’s Client Relationship Management platform, InterAction+ with client contact details and LA BD activity

Skills & Qualifications:

• Previous Legal PA experience in a similar role working with Partners and a broader team of LAs
• Specific Northern Ireland litigation experience
• Patience and strong upward management skills
• Highly motivated and able to work without supervision to a high standard
• Excellent and accurate keyboard skills
• Strong working knowledge of Microsoft applications, including Word, Outlook, Excel (PowerPoint desirable, but not essential)
• Digital dictation
• Exceptional attention to detail and quality in relation to all correspondence, pleadings, transactional documentation and document formatting
• Flexible with the ability to adapt to change, new practices and cope under pressure
• Flexible to resource various LAs with the ability to multi‑task
• Excellent presentation skills reflected in their work
• A methodical, efficient and organised approach, with keen attention paid to every detail
• Strong organisational skills to ensure that tasks are effectively scheduled within available working time, and that urgent work is completed and returned within specified timescales
• Friendly and helpful approach to dealing with queries
• Strong listening skills, and the ability to obtain salient details from LAs in respect of requirements and deadlines
• Willing to use an AI‑powered assistant, Copilot, to drive productivity and efficiency
• Able to integrate within a team of high‑performing, diverse individuals
• Ability to be pro‑active and deliver a quality service to both internal and external clients
• Willing to support across the broader Dispute Resolution and Litigation practice area as necessary

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.