Legal Data Assistant

Shakespeare Martineau; Birmingham; Hybrid; GBP 21,000 - 32,000; Full time

Benefits offered by this job

Culture of trust

Autonomy over work

Supportive team environment

Professional development

Competitive benefits

Job summary

Shakespeare Martineau is seeking a Data Assistant to support legal data activities, including extraction, organisation, and secure transfer to clients and third parties. You will engage with internal and external stakeholders, ensuring data is structured, accurate and compliant with regulatory standards.

Based in the UK with hybrid working options, you’ll join a growing Managed Legal Services team and gain exposure to data intelligence, knowledge management and client discovery.

Qualifications

• Experience with data extraction and secure transfer of information.
• Attention to accuracy and data integrity in regulated environments.
• Familiarity with GDPR and data protection controls.

Responsibilities

• Extract, organise and transfer data from multiple sources.
• Maintain clear folder structures and secure transfer workflows.
• Validate data accuracy and audit trails for regulatory submissions.
• Support data requests and collaborate with Legal, Compliance and Regulatory teams.
• Assist with data repositories and document management systems.

Skills

Data handling

Attention to detail

Discretion with sensitive information

Organisation

Communication skills

Education

Bachelor's degree or equivalent

Tools

Excel

Power BI

SharePoint

WeTransfer

HighQ

Relativity

Nuix

Case management

Document management

Power Automate

Power Apps

Job description

We are seeking a detail-oriented and highly organised Data Assistant to support the management, export, and transfer of data relating to legal matters.

Initially the legal data you would be handling would simply be documents and related information that form part of a legal case.

This role is critical in ensuring accurate, timely, and secure handling of sensitive information between systems, whilst also engaging with both internal and external clients.

The ideal candidate will have strong data handling skills, a high level of accuracy, and an understanding of confidentiality requirements within a regulatory or compliance environment.

We can offer you:

• A culture of trust and empowerment with responsibility and autonomy over your work and the freedom to manage when and how you do it
• A supportive and collaborative team environment
• Exposure to a growing Managed Legal Services function
• Opportunities for development within legal technology, data, and operations
• A competitive package with amazing benefits!

The opportunity

Our Managed Legal Services (MLS) team is growing rapidly, and we are recruiting a Data Assistant to support legal data related activities.

Initially the data you would be handling would simply be documents and related information that form part of a legal case, with primary focus being data extraction and secure transfer to the correct parties.

This involves extracting, organising, preparing, and securely transferring data safely and securely between systems, whilst also engaging with both internal and external clients. You will work with data from multiple sources such as shared drives, case management systems, and email exports, ensuring it is correctly structured and suitable for delivery.

This role would suit someone with a tenacious and resilient approach to problem solving, who enjoys and works well in a fast-paced environment. You will have exposure to hands‑on work from day one and will play a key role in a thriving team who always provide a high‑quality service.

Over time, there will be opportunities to support wider MLS activities and broaden your skillsets, with opportunities for you if are looking to gain broad ranging experience that will help develop your legal career.

What You’ll Be Doing Day-to-Day (Initially)

• Extracting and preparing data from digital and physical data repositories
• Organising files into clear, consistent, and logical folder structures
• Preparing files for secure transfer to clients or third parties
• Checking files for accuracy, completeness, and consistency
• Uploading files to secure platforms (e.g. WeTransfer, HighQ or equivalent)
• Transferring files securely to internal and external clients
• Maintaining logs of processed and transferred files
• Managing multiple tasks simultaneously within defined deadlines

Your key duties will be:

• Extract, compile, and export data from different systems in line with regulatory requirements and business needs.
• Transfer data securely between systems, departments, and external parties, ensuring compliance with data protection standards.
• Maintain accurate records of data transfers and ensure appropriate audit trails are in place.
• Support the preparation of regulatory submissions, reports, and filings.
• Perform data validation and quality checks to ensure accuracy and completeness.
• Assist with organising and maintaining regulatory data repositories and document management systems.
• Collaborate with Legal, Compliance, and Regulatory teams to ensure data is handled appropriately.
• Respond to internal and external data requests in a timely and professional manner.
• Identify and escalate discrepancies, errors, or risks in data handling processes.
• Contribute to continuous improvement of data processes, controls, and documentation.

What you will need:

• A strong educational background, and an interest in data and the legalities around using data e.g. GDPR etc.
• Previous experience in a data support or regulatory role is desirable, but not essential.
• Strong attention to detail and a high level of accuracy.
• Experience organising, exporting and manipulating data (e.g., Excel, databases, reporting tools).
• Strong written and verbal communication skills
• Excellent organisational and time-management skills, with the ability to handle multiple tasks concurrently and meet deadlines under pressure.
• Trusted to handle sensitive information with discretion
• Can work independently and collaborate as part of a team
• Proactive with a problem‑solving mindset.
• Proficiency in Microsoft 365 tools, particularly Excel (e.g. filtering, sorting, pivot tables)
• Awareness of secure file transfer platforms (e.g. WeTransfer, HighQ or similar)
• Experience with data review platforms
• Experience in a legal, regulatory, or professional services environment
• Familiarity with case management systems and document management platforms
• Exposure to eDiscovery or data review platforms (e.g. Relativity, Nuix or similar)
• Use of tools such as SharePoint, Power BI, Power Automate, or Power Apps
• Experience working with datasets (e.g. Excel, CSV files, file systems, or database exports)
• Exposure to supporting data‑heavy processes such as DSARs, litigation support, or regulatory reviews
• Experience with analysing and inputting legal data.

Benefits, Agile Working and Additional information

We embrace agile working and offer a blended approach to where and how we work.

We appreciate that people have different needs and preferences and we're keen to be flexible, after all, we value what you do, not where you do it.

We have the following hubs across the UK: Birmingham, Bristol, Edinburgh, Leeds, Leicester, Lincoln, London, Milton Keynes, Nottingham, Sheffield, Stratford upon Avon & Tunbridge Wells.

Please note - This role will be based in either Sheffield or Birmingham.

Our standard office hours are Monday - Thursday 9.00am to 5.30pm and Friday 9.00am - 5.00pm. Due to the nature of this role candidates will need to be flexible in terms of working hours; in addition to our standard hours cover will be required during evenings and weekends.

Want to find out more about our amazing benefits?

Meet the Team

The Managed Legal Services team supports Shakespeare Martineau, Lime Solicitors and Corclaim with legal process management, paralegal support, client discovery, due diligence, data intelligence, knowledge management and client management services. The role of this team is to help improve efficiencies and the client experience by supporting our fee earning teams.

Additional information:

Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found here.

Equal opportunities

Shakespeare Martineau is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.

About Shakespeare Martineau

Shakespeare Martineau is part of Ampa Group, a leading house of brands in legal and professional services. Ampa Group brings together complementary firms - including Lime Solicitors, Mayo Wynne Baxter, Marrons and others - connected by shared values and a modern, people-first culture.

As a group, we're focused on unlocking potential. We believe in the power of &: corporate & human, purposeful & profitable, ambitious & inclusive. Ampa Group provides the shared infrastructure, development programmes, culture, values and empowered working framework that enable our brands, and our people, to thrive.

For you, that means access to award-winning learning, flexibility built on trust, and opportunities to collaborate across a diverse network of specialists.

Shakespeare Martineau remains its own distinctive brand with its own clients and markets. Ampa Group gives our people the strength of the group and the freedom to grow their careers in the way that works for them.