I am working with an international law firm and they are looking for a remote graveyard shift document production operator to work Saturday to Tuesday, 00:00 - 08:00 [28 hours]. The salary is £33,600 for four nights plus benefits and bonus.
Document Management Operator
Location: Bristol, London or Remote
Job Type: Part-time, Permanent
Reports to: Secretarial Manager
Main purpose of the role:
To provide a proactive and professional support for all practice and business services groups across the firm including (but not limited to) audio/digital dictation typing, copy typing, amending/formatting large and complex documents, producing comparison documentation, Word/PDF conversion and manipulation plus the preparation of diagrams, slides, spreadsheets and other ad hoc requests as required.
A team working and collaborative approach towards fellow support staff is essential to fulfil the needs of the business. Reliability and flexibility combined with a 'can do' outlook are fundamental and Document Management Operators should take pride in the standard of work the DMC team provides.
Key relationships:
- Daily contact with other shift members to ensure knowledge of workflow and handover requirements.
- Daily contact with users of DMC to provide support and answer queries.
- Daily contact with Workflow Co-ordinator for work allocation.
- Daily contact with the Secretarial Manager for escalations of issues.
Main Duties & Responsibilities:
Document Management:
- Managing production of large documents (produced in-house and externally) during the negotiation of a transaction, coordinating changes made to those documents by the legal team and client teams including taking responsibility for the consistency of those documents throughout the transaction.
- Managing audio typing, producing documents/letters/e-mails and memos as necessary.
- Managing PowerPoint presentations, diagrams and charts.
- Managing Marketing & Business Development templates, including bids, flyers, legal updates, team booklets and team sheets.
All Operators will be jointly responsible for:
- Reviewing internal client requests, assessing project requirements and allocating tasks according to skillset within the team.
- Coordination/prioritisation of the team's workload in accordance with client deadlines and urgency of work including monitoring project status and intervening as necessary to reprioritise jobs. Consistently sharing knowledge and skills with colleagues.
What we're looking for:
Qualifications and Experience:
- Excellent English language and grammar skills gained in legal environment.
- Advanced document production skills to include accurate typing, spelling, grammar and proof reading.
- Advanced Word skills; such as styles, cross referencing, tracked changes, table of contents, etc.
- Advanced knowledge of PowerPoint: embedding files, animations, transitions, etc.
- Advanced knowledge of Excel: formula, pivot tables, charts, conditional formatting, etc.
- Advanced knowledge of PDF conversion and comparison software.
- Advanced knowledge of automatic numbering and house styles.
- Good knowledge of Outlook.
- To be able to use the OCR equipment and to convert documents to the relevant software.
- Digital document processing functions, Adobe Acrobat 5.0 upwards.
- Experience of document management system known as FileSite
General Skills:
- Ability to work unsupervised or with minimum supervision.
- Business and organisation awareness with an internal client service orientated approach.
- Excellent oral and written communication skills with a meticulous eye for detail.
- Ability to work as an active team member demonstrating a flexible and adaptable approach to work.
- Excellent interpersonal skills and a friendly manner at all times.
- Ability to work to tight deadlines while handling high volumes of work and fluctuating workloads.
- Ability to develop self and share information, skills and tips with the team.
- Can do attitude.
- Problem solving skills.
- Self-management and excellent organisational skills, with the ability to prioritise work calmly and effectively in a pressurised environment.
- Accountability and professionalism.
- Take ownership and responsibility of own training needs and requirements to ensure proficiency in all areas of the role.
- Ability to develop self and others.
- Flexibility around start and finish times when necessary - due to the nature of this role and the business needs it is essential that operators are willing to work extra hours as and when required, particularly when large deals are closing.
- Promote and be an advocate of DMC and business working practices introduced by the Firm
- Be an advocate and gatekeeper of the S&S branding, house style, precedents and templates.
- Familiarity with the DMC Operating Manual.