Trainee Legal Pa - Re (12 Month Ftc)

Job description

We are currently recruiting for a Trainee Legal PA to join the Real Estate Department in London on a full time 12 month fixed term contract basis.  
Role purpose
This entry-level position works under the supervision of a Senior Legal PA (“SLPA”) to provide support to a team of fee earners, working closely with and as part of a dedicated team of Legal PAs. A Trainee Legal PA is expected to learn systems and processes quickly and carry out the majority of tasks of a Legal PA (“LPA”), demonstrating the necessary competencies to move on to a full LPA position if a vacancy occurs.
Role and responsibilities
General PA Duties – PA support, diary management, management of calls, emails and post etc

• With support from SLPA, daily maintenance of diary events and organisation of the day-to-day schedule of fee earners, progressing to include the identification and resolution of potential issues
• Coordinate meetings, to include booking conference rooms, video conference facilities, refreshments, cars and liaison with attendees, external and internal
• Progress to proactive management of fee earners to ensure that they attend meetings on time and with the appropriate documents/presentations
• Respond to telephone calls in a professional manner, gaining an awareness and ability to act as a filter to manage and control calls
• Proactively manage emails, voicemails and general post. With guidance of SLPA, use initiative to route emails to the appropriate individuals for swift response and action, and ensure that tasks are followed up
• Plan and coordinate travel programmes, to include booking flights, hotels, car transfers and preparation of itineraries etc.
• Prepare holiday/absence handover notes and liaise with team with regard to covering fee earner absences
• With guidance from SLPA, involvement in Matter Inception process, client care and matter maintenance

Document Support – Preparation of client documentation and correspondence

• Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
• Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution

Finance – Coordination and preparation of invoices and all expense claims

• With guidance from SLPA, gain an understanding of the end-to-end billing process and financial system
• Submit expense claims on behalf of fee earners and maintain copies, ensuring cross-check against Corporate Amex expenditure if appropriate
• Routinely update Intapp Time; complete and close timesheets where appropriate and prompt fee earners where necessary
• Edit time narratives within 3E; print billing guides and prepare invoices

Business Development

• Work with SLPA to gain understanding of Business Development processes, assisting on client pitches, liaison with Creative Services and Printroom for timely production of documentation
• Update A&O Shearman databases when required, e.g. APEX/EPiC, CVs and A&O.com

The successful candidate will: 

• Show a proactive approach to tasks and situations
• Demonstrate a positive attitude in all aspects of the role
• Maintain trust and confidentiality
• Exhibit good professional communication skills, both oral and written
• Aim to build successful relationships with fee earners to identify individual requirements
• Have an enthusiastic approach to change and adapt to an ever-evolving role
• Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
• Follow A&O Shearman's standard operating procedures and any group-specific procedures
• With support from SLPA, take responsibility to actively ensure that personal development and IT skills are maintained and improved

Due to the evolving nature of the business, there may be tasks in addition to the above, dependent on role and department

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any reasonable adjustments as required.
We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.
We recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing an onsite gym, wellbeing centre and GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, season ticket loans and online discounts and lifestyle management services.
We recognise the value of flexible working and embraces hybrid working, allowing our people to work from home up to 40% of their working time. We do however remain committed to working together in person for the remaining 60% of time so that we can learn, grow and succeed together.

Additional information - External

A&O Shearman is a leading global law firm operating in over thirty countries. We work on some of the most challenging and important deals and disputes and have built a reputation for delivering exceptional legal solutions that help our clients grow, innovate and thrive. Our business teams work hand-in-hand with our lawyers, Consultants and other specialist teams, and are ambitious, driven and leaders in their field. The legal industry is changing, and we're committed to leading that change by putting our people first, embracing new ways of thinking and integrating technology into our everyday work. We’re on an exciting journey to create an even stronger offering for our clients and our people: In May 2023, we announced our proposed merger with Shearman and Sterling, with the intention of becoming a new global leader named Allen Overy Shearman Sterling, A&O Shearman for short. With a shared commitment to attracting and retaining the best people and an equal focus on creating a diverse, equitable and inclusive workplace, we’re confident that this merger will further our efforts to leave a better firm for future generations as well as providing our people with exceptional career opportunities along the way. Once complete, the merger will combine two of the world’s most prestigious law firms, leaders in their respective markets, to create an integrated global elite firm. You can read more about this on our dedicated microsite https://www.announcingaoss.com/. What truly defines a career with us? We recruit the best and ask for the best of you. We provide challenge, support and a place for you to belong. And together we excel, working on meaningful projects of global significance.