Junior PA

Shepherd and Wedderburn are currently recruiting for a Junior PA to join their Property Division based in Glasgow.  The sucessful candidate will provide effective and efficient PA, administrative and secretarial support to fee earners in the Property Division 

Main Duties 

• To accurately undertake the production/drafting of correspondence and appropriate documentation utilising firm precedents on behalf of fee earners and proof-reading documents to ensure accuracy is maintained
• To work to stated deadlines and adjust priorities to accommodate changing needs
• To use dictation to its fullest advantage and maintain reliable service to fee earners
• To prepare Excel spreadsheets as required
• To liaise/coordinate fee earners’ diaries and responding to enquiries relating to availability
• To update all fee earners’ clients and contacts (including CMS/Marketing database) ensuring details are correctly logged
• To use the Condeco (room booking) system for meetings with clients and contacts
• To liaise and proactively act on behalf of fee earners with any member of staff or external client or contact
• To set up new client matter files, in line with anti-money laundering compliance requirements (e.g. collating client ID and proof of address)
• To manage fee earners inbox/sent items as required
• To undertake filing/scanning/photocopying as required
• To complete pre-bills and issue invoices to clients as required
• To understand and apply correct procedures for administration duties for fee earners
• To utilise the firm's systems and procedures to fullest advantage
• To communicate effectively with fee earners and/or line manager regarding workflow and ability to assist
• To provide assistance throughout the firm as required
• To create and maintain effective working relationships with colleagues
• To actively seek training where any need is identified
• Undertake any other reasonable duties as requested by the fee earners or line manager

Candidate Profile 

Essential

• Strong organisation skills
• Attention to detail.

Desirable

• Legal sector experience
• Previous experience as a PA / Executive assistant

HR Contact 

If you would like further information on the role or require accommodations to make your application please contact marc.mcrae@shepwedd.com or call 7810 584 665.

Equal Opportunities 

At Shepherd and Wedderburn we strive to provide a supportive, inclusive and high performance working environment, where everyone feels they belong. Diversity and inclusion is at the heart of our business and we therefore encourage candidates from different backgrounds to consider opportunities at all levels of the organisation. To foster inclusivity we would encourage you to provide us with a diverse range of candidates and particularly candidates who may be from underrepresented groups including from Black, Asian and minority ethnic backgrounds, people who are LGBT+, people who have a disability, who are neurodivergent or from lower socio-economic backgrounds.

GDPR

Shepherd and Wedderburn is committed to protecting the privacy and security of your personal information that we collect as a “data controller”. The information provided by you will be processed in accordance with our GDPR Privacy Notice for Applicants and Work Experience Students. If you are successful in obtaining paid employment with us, we will hold your information in accordance with our Personnel Data Retention Policy, which will be provided to you at the relevant time.

We will process the information you provide solely for the purpose of evaluating your application for employment. The information will be disclosed to the interview panel (if relevant), your line manager (if appointed), and Human Resources staff members. We may contact any references provided for the purposes of discussing your application, and will ask your permission before doing so.

If you provide any information deemed to be “special category” information under the General Data Protection Regulation, we may use this as follows:

• We will use information about your disability status to provide appropriate adjustments to the interview process.
• We will use any information provided in our diversity monitoring form about your race, colour, nationality, ethnic or national origin, gender identity, gender expression, social mobility background, religious beliefs, sexual orientation, any disability information, age, and marital/civil partnership status to ensure meaningful equal opportunity monitoring and reporting. Any analysis of this data will be done on an anonymous basis.

Should your application be unsuccessful, the information provided will be deleted within 1 year of a decision not to progress your application.

If you have any further questions about how we process and store your information, or your rights in relation to this, please refer to our GDPR Privacy Notice for Applicants and Work Experience Students (available at www.shepwedd.com/careers/working-with-us/privacy-notice)