Litigation Administrative Assistant

Gilson Gray; Glasgow; Hybrid; GBP 22,000 - 26,000; Full time

Benefits offered by this job

Hybrid working

Birthday day off

32 days holiday a year

Death in Service benefits

Pension scheme

Wellbeing initiatives

Staff discount

Job summary

Gilson Gray LLP is seeking a Litigation Administrative Assistant to join its dynamic Litigation team in Scotland. The role blends traditional legal administration with an interest in technology, automation and AI to enhance service delivery.

You will support busy litigators, help drive efficiency, and contribute ideas on how to modernise processes while delivering excellent client service. The firm values collaboration and professional growth.

Qualifications

• Strong IT skills and confidence using technology.
• Excellent attention to detail and accuracy.
• Strong organisational skills with the ability to prioritise and meet deadlines.
• Excellent communication and interpersonal skills.
• A proactive approach and willingness to learn new systems and ways of working.
• Experience in a legal admin or professional services environment is advantageous.

Responsibilities

• Provide administrative support to multiple fee earners in the litigation team.
• Onboard new clients and manage client data.
• Maintain diaries, court dates, deadlines and meetings.
• Prepare, format and type legal documents and correspondence.
• Scan, copy and file documents.
• Communicate professionally with clients by phone and email.
• Assist with billing and invoicing processes.
• Support the team in using legal technology and AI tools.
• Identify opportunities to automate routine tasks and improve efficiency.

Skills

Strong IT skills

Attention to detail

Organisational skills

Communication

Proactive mindset

Willingness to learn new systems

Job description

About Gilson Gray

Gilson Gray is a multi-award-winning full-service law firm with offices in Edinburgh, Glasgow, Aberdeen, Dundee, Forfar, East Lothian, Perth, Lincoln and London. We offer expert legal, property and financial services. Alongside our legal teams, our property division is made up of experienced Estate Agency and Lettings professionals who guide clients through every stage of buying, selling, letting, and managing property. Our financial services division brings together experts in financial planning and wealth management, allowing us to deliver joined-up advice and personalised solutions tailored to each client's goals and circumstances.

Founded in 2014 as a bold challenger to the traditional legal market, we executed the largest full-service launch in sector history. Now a multi-award-winning firm and one of the UK’s fastest-growing legal practices, we bring together top legal talent to deliver commercially astute, cost-effective, and technically excellent solutions. Our innovative approach and client-first ethos continue to redefine industry standards, cementing our position as a true market leader.

We are one of the UK’s most prominent law firms. We’ve achieved this by being different.

Different people. Different approach. Different results.

The Role

We are looking to further strengthen our Litigation team with the appointment of a Litigation Administrative Assistant.

This is an excellent opportunity for someone who enjoys the variety and pace of a traditional legal administration role whilst also having an interest in technology, process improvement and legal innovation.

This is more than a traditional legal administrative role. It offers the opportunity to become part of a forward-thinking litigation team and to contribute how we use technology and AI to support our Lawyers and clients. You will work alongside experienced litigators on a wide range of interesting cases while helping shape the future of how legal services are delivered within a growing and ambitious firm.

The successful candidate will provide day-to-day administrative support to a busy team of litigators, helping to ensure that matters are progressed efficiently and that clients receive an excellent service. In addition, the role offers the opportunity to help the team embrace new ways of working, including the effective use of legal technology, automation and AI tools.

We are looking for someone who is organised, proactive and keen to contribute ideas on how technology can be used to improve efficiency, client service and the way we work.

The successful candidate will be expected to use a significant degree of self-management and initiative, whilst working collaboratively as part of a supportive and friendly team.

As a Litigation Admin Assistant at Gilson Gray LLP you’ll be responsible for:

• Providing Administrative support to multiple fee earners


• Onboarding new clients


• Managing diaries, court dates, deadlines and meetings


• Preparing, formatting and typing correspondence, court documents and other legal documentation


• Scanning, copying and filing documents


• Communicating professionally with clients by telephone and email


• Assisting with billing and invoicing processes


• Supporting the team in the use of legal technology and AI tools


• Helping identify opportunities to improve processes, automate routine tasks and increase efficiency across the department


• Assisting with the implementation and day-to-day use of new systems and technologies as the team continues to evolve

Required Knowledge and Experience

• Strong IT skills and confidence using technology


• Excellent attention to detail


• Strong organisational skills with the ability to prioritise work effectively and meet deadlines


• Excellent communication and interpersonal skills


• A proactive approach and willingness to learn new systems and ways of working

Our Team

We work closely together within the Litigation department; a collaborative and supportive team. There are 14 colleagues based across our Edinburgh, Glasgow and Dundee offices, giving you exposure to a broad range of colleagues, knowledge and expertise. We are looking to hire an Admin Assistant to join our successful Litigation team, based ideally in Glasgow but other Scottish locations may be considered. You will report into Iain Clark, Partner.

We are a friendly team that support each other to achieve a great working environment. We value each other’s expertise and opinion and pride ourselves in offering an inclusive, enjoyable and motivating place to work.

About You

We want you to help us deliver exceptional customer service, embrace smarter ways of working and build a culture where expertise, collaboration and ambition thrive. To lead the way for the next chapter at Gilson Gray we want people that are looking for more than just a role - those who want to be part of meaningful change.

Our ideal candidate would:

• Have previous experience in a legal administrative, legal secretary or professional services support role


• Build strong working relationships across the team


• Be comfortable communicating professionally with clients, courst and other stakeholders


• Have an interest in legal technology, Innovation and AI


• Enjoy finding more efficient ways of working and embracing new technology


• Be keen to play a part in helping a growing and ambitious litigation team modernise and improve its processes


• Have good typing and document production skills

Benefits

• A competitive salary with annual review and potential bonus award depending upon performance


• 32 days holiday a year (includes bank holidays)


• Birthday day off


• Hybrid working


• 3 x Death in Service benefits


• Membership of an occupational pension scheme


• Wellbeing initiatives and opportunity to access online Health Provider


• Staff discount on Firm services