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Global Document Specialist

Premium Job From Freshfields
Recruiter: Freshfields
Listed on: 30th December 2020
Location: Manchester
Salary Notes: Negotiable
Type: Permanent
Start Date: ASAP

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Freshfields Overview

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 28 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. Our culture is a product of the combined mindsets and behaviours of our people which is through the Being Freshfields principles, outlined below,

  • we show respect to everyone
  • we are there for one another
  • we are open with each other
  • we are positive role models

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.

The Freshfields Global Centre provides both business and legal services to the firm. Our services are delivered in a way which supports the global nature of our firm and our clients, enables our fee earners to deliver exceptional service to our clients and to do that in a way which is efficient and effective.

Freshfields is committed to promoting equality and diversity and to developing a culture that values differences, recognising that employees from a variety of backgrounds make important and positive contributions to our business and how we service our clients.

Function Overview

Our Document Specialists have a vital role to play; tasked with delivering outstanding client service and supporting the firm's 27 network offices and seven legal practice groups worldwide. We're looking for people who can demonstrate a keen eye for detail and meticulous attention to grammar, punctuation and spelling in all work produced. Advanced Word and legal document knowledge (all practice groups) as well as Excel and PowerPoint are key requirements for these roles.

Document Specialist roles will demand the ability to learn quickly, multi-task effectively and meet strict deadlines and time pressures, as well as upholding complex formats while maintaining quality of production. This is an opportunity to learn new skills, while providing exceptional support for our lawyers and local business services teams every day.

Qualifications

Role Purpose

This role presents an opportunity to join our new Global Document Services team in the firm's European Centre based in Manchester. The team will deliver a 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 specialist and creative specialist, 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

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;
  • Identifying and correcting problems with Freshfields Bruckhaus Deringer house-style using the firm's templates and numbering 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.

Other responsibilities

  • Assists fee earners and other internal clients with technical queries in all relevant packages by telephone, proxy services or email;
  • Supports new and enhanced services as they are rolled out within the team, for example enhanced PDF capability and comparisons;
  • 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;
  • Supports and contributes to knowledge share across the team;
  • Liaises with other functions to support fee earner requirements where necessary eg Legal Services Centre, Design function;
  • Supports workflow processes including booking work and negotiating deadlines as required and works collaboratively with workflow co-ordinator roles across locations.

Team support and development

  • Is proactive in providing support to other Document Specialists across the global network to ensure that peaks and troughs of demand are managed;
  • Promotes effective work practices and is willing to provide cross-centre support where necessary;
  • Supports team proof reading and quality check processes as well as checking own work.

Key Requirements

Demonstrable experience in document production ideally from a legal or banking background or other industry where advanced Word and Microsoft packages are a key part of the role. Experience in Adobe Creative Suite is an advantage.

Essential:

  • Experience of working on complex technical documents in fast paced deadline driven environment;
  • Advanced/intermediate technical understanding of the following packages: Microsoft Word, PowerPoint, Microsoft Excel and Microsoft Outlook;
  • Excellent customer service skills;
  • Strong communication skills both written and oral;
  • The ability to plan and prioritise workload and work fast and accurately and meet deadlines under pressure;
  • The ability to work as part of a team;
  • Flexible and proactive approach;
  • Committed to personal development.

Desirable:

  • An intermediate understanding of Visio, ABBY Finereader 8, iManage and the internet;
  • MOS qualifications;
  • Good knowledge of English grammar;
  • Continuous improver with the ability to learn new software packages quickly;
  • Experience of working in an environment with a focus on continuous improvement;
  • Previous document production experience in a legal environment or advanced Microsoft Word skills in a document production role in other sectors that encompasses complex and lengthy word documents (intermediate in Microsoft PowerPoint and Excel);
  • Experience of creative packages in Adobe Creative Suite;
  • Languages.

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.

reshfields 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.