• Job Description

  Req#: 7884BR
  
  The Opportunity:
  
  The Role
  
  • To take responsibility for the co-ordination of workflow and job intake.
  • To produce high quality complex legal documents using Word, Excel and PowerPoint including:
  • Creation and amendments from handwritten mark-ups
  • Transcribing audio and digital dictation
  • Producing secretarial type documentation
  • Document Comparison / DeltaView
  • Creation and manipulation of pdf documents
  • Scanning and Document Conversion
  • Trouble shooting and rectifying problem documents
  
  Key responsibilities
  
  Work intake
  • To take responsibility for the following:
  • Taking detailed job briefs, estimating job production time and negotiating deadlines
  • Logging in and prioritising workloads in the centre
  • Assisting with the handover process between shifts and operators
  • Liaising with day and evening Workflow Co-ordinators
  • Dealing with telephone queries
  • Dealing with incoming emails
  • Providing technical/helpdesk support to clients and team members
  
  Operational
  • To own and take responsibility for the work produced in terms of the final product e.g. consistency, accuracy and quality
  • To meet all client deadlines, notifying the Team Leader and the client in cases where it is not possible to do so
  • To demonstrate flexibility towards the variety of jobs within the department
  • To quality check own work and that of others within the team (when appropriate)
  • To work effectively within a team environment as well as being self-motivated
  • Get involved in projects assigned by Team Leader or Document Production Manager
  • To liaise with the clients in a professional and helpful manner and establish good working relationships
  • To liaise with all other internal departments as appropriate
  • To answer queries relating to document production
  • To accurately complete ServiceNow, the Document Production workflow system, with all information pertaining to jobs in order to provide a full and comprehensive audit trail
  • To ensure appropriate handover notes are completed for any incomplete work
  • To facilitate problem solving within the team, assisting operators with any technical problems or referring to the appropriate person
  • To ensure all client feedback is brought to the attention of the Team Leader or Manager
  • To efficiently process and distribute all incoming faxes to the Fax Administrator account
  • To answer and respond to all incoming department calls in a prompt and effective manner
  • To follow and adhere to all Firm policies and department procedures
  • To perform any other ad-hoc duties, such as admin tasks, organising couriers, as deemed necessary or when instructed by Document Production Team Leader or Manager
  Skills, Experience and Qualifications:
  
  We would expect candidates to have in the region of 2 years' experience as a workflow co-ordinator and document production operator, preferably within a centralised services environment. We would also expect a proven record of working night shift hours five days a week.
  
  Work based competencies
  
  • Previous experience of working in a legal or corporate environment
  • Fast, accurate typing skills (minimum 70 wpm)
  • Advanced Word skills
  • Intermediate PowerPoint and Excel skills
  
  Behavioural competencies
  • Excellent customer service skills
  • The ability to work in a busy and pressurised environment
  • A critical eye in terms of accuracy
  • Positive and resilient attitude
  • An adaptable approach
  • The ability and desire to work effectively as part of a team
  • Strong communication skills
  • Good organisational skills
  • The ability to lead by example
  Group/Team Description:
  
  Our Office Operations function plays a central role in managing our working environment and the services within it, so that practice areas can serve their clients to the best of their ability. That goes beyond just ensuring that professionals have the client-facing and office services and equipment they need. It’s about ensuring that every space around our global network serves its purpose effectively, whether that’s an office, a breakout area or a conference room.
  
  The team also makes sure that all-important legal documents are where they need to be through the mailroom and courier services, as well as overseeing document archival and retrieval. Our Office Operations function includes Procurement, Building Operations, Document Production, Business Continuity and Client Services & Travel teams.
  
  
  Document Production
  
  The Document Production team operates 24 hours a day, seven days a week comprising approximately 24 staff (day, evening, night operators and weekend operators). We offer support and service to the whole firm (including overseas offices), creating, amending, formatting and processing a diverse array of legal documentation.

• About the company

  Herbert Smith Freehills is an international top tier law firm with headquarters in London, United Kingdom and Sydney, Australia.

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