Senior Document Specialist – (including weekends)

Overview of the firm and function

Freshfields Bruckhaus Deringer is a major international law firm, providing business law advice of the highest quality. We want to be the law firm that clients turn to for legal advice where it most matters, wherever in the world that may be. The Firm has over 2,400 lawyers in 27 offices around the world, providing a comprehensive service to national and multinational corporations, financial institutions and governments.

Our people make our firm – we are a people business and want to create a welcoming and supportive environment where all can flourish. We see diversity as a strength which creates fresh perspectives and generates new ideas. We enjoy our work and are determined to do an outstanding job. We deliver best when working in teams.

We think and work globally – we don’t just say we are one firm; we act like one firm right across the world. We work wherever our clients need us. This is how we define ourselves, not by reference to where we have offices. Cross-border work isn’t just what we do, it is what we excel at. We understand what it really takes to work across different legal systems and commercial environments and to bridge language and cultural gaps.

We aim to add value in everything we do – we are passionate about helping our clients succeed. We use our experience and creativity to help clients make judgements and achieve their goals. In everything we do, we seek to make a real difference to the communities in which we operate.

Role summary/purpose of job

This role presents an opportunity to join our Document Specialist team in the firm’s Global Centre based in Manchester. The team delivers high quality, efficient and comprehensive document production service to our fee earners (lawyers) globally, with a focus on excellent customer service and continuous improvement.

Working alongside a team of document production specialists and creative specialists, you will utilise your advanced skills to support fast, accurate and enhanced document production through effective use of the appropriate tools and innovative technology adopted by the firm.  

Key responsibilities and deliverables 

Senior Responsibilities 

• Be a subject matter expert in at least 2 DS services, providing expertise and training to the wider team.

• Managing large delivery projects involving multiple operators or cross functional teams.

• Supporting the creation of new document services with product development team, incorporating innovative technology and processes.

• Assisting with work allocation, briefing in complex requirements from fee earners and coordinating work in progress.

• Providing support to team supervisors by effectively managing customer escalations and ensuring the high delivery standards are maintained.

• Document production

• Produce all work to the highest standards of accuracy within strict deadlines, including

• Creating, formatting and updating a wide range of complex documents, reports, spreadsheets and presentations, adhering to the house-style and utilising the appropriate tools to ensure efficiency and accuracy.

• Transcribing audio files accurately and efficiently demonstrating solid typing skills

• Converting documents across various packages into house-style, using firm templates, styles and schemes.

• Troubleshooting textual, graphic and printing issues across all packages.

• Accurately interpreting complex fee earner briefs and producing documents within the required timescales, seeking clarification when necessary.

• Supporting creative presentation requests in PowerPoint using template guidelines where appropriate.

• Proofreading and quality checking all work to ensure that completed documents are delivered accurately and to an appropriately high standard. Ensuring all edits have been inserted and make logical and grammatical sense.

• Adhering to working practices for the function.

• Ensuring own technical skills are maintained and updated, including developing extensive knowledge of the firm’s global document templates.

• Troubleshoots document technical issues including using clean-up software such as DocXTool and performs “health checks” on documents as required.

• Assists fee earners and other internal clients with technical queries in all relevant packages by telephone, proxy services or email.

• Assists in non-document production administration tasks, by exception, when workloads are high across the whole team/service.

• Demonstrates a proactive approach to ensure fee earners and internal clients’ requirements are met, liaising with other functions to support fee earner requirements where necessary eg Freshfields Hub, Design function.

• Supports workflow processes including booking work and negotiating deadlines as required and works collaboratively with workflow co-ordinator roles across locations.

Key requirements

Must have previous document production experience in a legal environment or advanced Microsoft Word skills in a document production role in other sectors. Must possess the confidence and motivation to challenge and improve the way that work is done.

Technical Skills: 

• Advanced level of skill in all MS Office packages

• Proven experience of leading project teams

• Proven problem solving and trouble shooting skills

• Flexible and proactive approach

• Committed to personal development

 Personal skills and attributes: 

• Proven ability to work well in teams and with stakeholders at every level

• Proven resilience and the ability to remain calm under pressure

• Strong communication skills both written and oral

• An inherent drive for professional and personal development

• A positive and enthusiastic attitude

• Proven independence and maturity in decision making

• Excellent customer service skills

• Experience of working in an environment with a focus on continuous improvement;

• Foreign language speakers are desirable

Inclusion

Freshfields is an equal opportunities employer and all applications received by the firm will be considered by the firm on the basis of their merit alone and we welcome applications from all suitably qualified individuals regardless of background. All offers of employment will be conditional on the candidate having/securing the right to work in the UK and providing the firm with evidence of that right (as required by the Immigration, Asylum and Nationality Act 2006) prior to employment commencing. Please note that, in line with the requirements of the UK Border Agency, non-EEA candidates may not be appointed to a post if a suitably qualified, experienced and skilled EEA candidate can fill the position.

Freshfields is a Ban the Box employer. We ask applicants to disclose criminal convictions only when a conditional job offer is made. A conviction does not automatically lead to withdrawal of the offer: we make decisions on a case by case basis and take a number of factors into account (eg the role you are applying for and the circumstances of the offence). You would have the opportunity to discuss the matter with us before we make a decision.  

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