Legal PA - Edinburgh

Pinsent Masons
Edinburgh, City of Edinburgh
Closing date
1 Oct 2022

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Job Details

Job Description

Job Title:  Legal PA  

Department: F&P

Location: Edinburgh

Type of Contract / Hours of work:


Purpose of the role: 

To provide proactive and professional PA/administrative support at Partner level and to several fee earners within the F&P team.  It is important that secretarial services are delivered to the business in a manner which is consistent with the increasingly competitive environment in which the firm operates.  This role is intended to embrace a team-working approach, collaborating with lawyers and other members of support staff to fulfil the needs of the business.  In addition to being assigned to a number of specific lawyers, it is expected that a Legal PA will work with every member of the team to ensure that the overall needs of the practice group are met. 

Key Responsibilities:

Client Service

Your responsibility to deliver excellent service to our clients

  • Building and maintaining effective relationships with clients and their teams and developing knowledge of the Group's clients and their business
  • Actively contributing to client service initiatives in the group, including attending client events and seminars where required
  • Liaising regularly (at least on a weekly basis) with lawyers to identify lawyers' work commitments and prioritising your workload accordingly
  • Diary management for the senior lawyers including arranging meetings and appointments for lawyers, both internally and externally, ensuring the Outlook diary is up to date and holds all the necessary information in relation to the appointment including taking responsibility for booking travel, meeting rooms and arranging for necessary equipment and refreshments. 

Managing Communications

How you assist lawyers in their communications with colleagues and clients

  • Taking ownership of answering lawyers' telephone calls when they are unavailable, taking accurate messages and passing them on promptly, trying to assist and answer any non-legal queries if possible and ensuring the caller receives a satisfactory response
  • Screening, prioritising and dealing with lawyers' incoming e-mails, post and voicemail when lawyers are out of the office, acknowledging receipt and responding where able and appropriate
  • Management and co-ordination of lawyers' e-mails
  • Preparing presentation slides and materials for internal/external meetings and events
  • Drafting short letters, memos or notes (non-legal content) in a literate and professional manner

Document & File Management

How you ensure that the documentation we produce is of the highest quality and our files are accurate and up to date

  • Managing production of documents (produced in-house and externally), co-ordinating changes made including taking responsibility for the consistency of those documents (eg, formatting, numbering, deltaview etc), utilising Exigent (the firm's transcription provider) wherever possible.
  • Managing audio typing, drafting correspondence, producing documents/letters/e-mails and memos, utilising Exigent wherever possible, taking responsibility for collating correspondence and enclosures.
  • Acting as a point of liaison between lawyers and Exigent, taking responsibility for clarifying any queries raised by Exigent and printing and collating work returned by Exigent.
  • Opening client files, including completing conflict searches and money laundering checks in conjunction with lawyers, preparation of client engagement letters, collating all the relevant information required and maintaining client files on a day to day basis, including filing where required.
  • Ensuring documents are filed on Desksite with correct file and matter details so that they can be located easily.
  • Undertaking regular reviews of files and papers for lawyers, checking account balances and liaising with lawyers to ensure that all files which are not current are archived and deeds are put in storage.

Business Development/Relationship Management

How you can contribute to developing the Firm's business and maintaining excellent relationships with our clients and potential clients

  • Organising client events/seminars in conjunction with business development including logging responses into Interaction and attending events to meet and greet clients where necessary
  • Undertaking research on clients, potential clients and new business initiatives or opportunities, including putting together briefing packs as and when required
  • Collating information for preparation of regular client updates or reports as and when required, including subscribing to relevant alerts in Interaction and maintenance of general client information

Billing, Financial & Project Management

How you can assist lawyers in managing their matters/projects and utilise our systems to the maximum benefit

  • Attending internal client or project meetings to take notes and assisting in action points if required
  • Preparation and submission of lawyers' expenses, including chasing lawyers for receipts and mileage information following meetings and business trips and following up on authorisations
  • Creating and maintaining plans on Smartplan, our in-house project management tool

Person specification: The ideal candidate will have a flexible and adaptable approach to work, they will be reliable and hardworking, remain calm when working under pressure, must have the ability to work to tight deadlines, distribute workload and be an active team member. The nature of the role also requires a self-starter who is extremely organised with the ability to juggle priorities and work on their own initiative, recognising the need for absolute confidentiality and professionalism. Strong communication skills are essential.

Our Benefits

  • 25 days holiday
  • Contributory pension on up to 5%
  • Private healthcare for individual
  • Death in service of 4 x base salary
  • Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
  • Buying extra holiday days (up to 5 days per year)
  • Cycle to work


Pinsent Masons is a global 100 law firm, with over 3,400 employees operating from 27 locations throughout Europe, Asia Pacific, Africa and the Middle East.  We have a long-standing reputation for delivering high-quality legal advice rooted in a deep understanding of the sectors and geographies in which our clients operate. Our global reach ensures that we are well-placed to advise on complex multi-jurisdictional matters across a full range of legal disciplines. The firm has significant multinational credentials in the financial services, energy, infrastructure, real estate, and advanced manufacturing and technology sectors.

We champion change and promote progress to make business work better for people. Pinsent Masons has embedded a range of diversity and inclusion initiatives to create an environment in which its people can flourish.

We stand out for our innovative approach to service delivery and believe that innovation flourishes in a diverse workforce. We are proud that in the same financial year Pinsent Masons was recognised as law firm of the year at the Legal Business Awards, we were also named the top employer for LGBT people by Stonewall, one of the top fifty employers for women and ranked 21st out of 700 companies by the Financial Times in their Diversity Leaders list. 

Find Us
30 Crown Place
Earl Street
United Kingdom
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