Document Specialist (6-month FTC) in City of London

We are recruiting an experienced, proactive and highly competent Document Specialist to work as one of a team of Document Specialists in a busy, client-focused and deadline-driven environment, on a 6-month fixed-term contract (FTC). The successful candidate will provide seamless, professional, accurate, high quality and timely document support, outside of our core office hours, to the fee earners and business managers who make up our internal client base. The full-time role is to work the night-time shifts between the hours of midnight and 7.00am, operating independently with limited supervision. The role will report to our Document Specialist Manager. This is a hybrid position with an expected split of 60% in-office and 40% working from home.

This is an excellent opportunity for someone with advanced and expert knowledge of Microsoft Word, Excel and PowerPoint, and who is keen to provide an exceptional service working within a challenging and demanding environment.

Whilst not an exhaustive list, the key responsibilities of this role are set out below:

• Draft, create, amend and format high quality correspondence, documents, agendas, reports, presentations, diagrams and spreadsheets from a variety of sources, in house style and in line with the firm’s specific systems/procedures.
• Transcribe dictation (BigHand).
• Document manipulation.
• Accurately interpret complex fee earner/manager briefs and instructions, and produce documents within required timescales, seeking clarification as necessary.
• Proof-read and quality-check work to ensure accurate delivery at the highest standard, ensuring all text/edits make logical and grammatical sense.
• Use initiative to manage email accounts and effectively use systems/processes to prioritise and complete work, and to develop and maintain systems/processes to promote efficiency.
• Provide team support to cover absences so that service levels are maintained.
• Monitor the “Document Specialist Team” mailbox when required, ensuring that incoming work and enquiries are appropriately prioritised and responded to within agreed timescales.
• Attend all necessary training to keep skills relevant and up-to-date, and proactively identify what training is required to meet evolving business need.
• Identify and facilitate knowledge sharing within peer group and wider team.
• Attend and contribute to team meetings.
• Proactively identify and rectify issues and irregularities within documents, escalating only when necessary/appropriate.
• Ensure all activities and duties adhere to risk and compliance requirements.
• Build strong relationships with business services teams and maintain effective and efficient use of business support services.
• Maintain a comprehensive knowledge of, and ensure compliance with, quality standards and the firm’s policies in general.
• Be an ambassador of the Document Specialist Team, encouraging the firm to use the Document Specialist Team to its full potential.

Candidates for this position must have:

• Advanced and expert knowledge of Microsoft Office Suite (in particular Word, Excel and PowerPoint) and any other core systems implemented by the firm.
• Previous experience working within a Document Specialist team.
• Confident in producing a variety of documents for all legal groups.
• Ability to strip document formatting and reformat in house/group style.
• Ability to repair problem documents.
• Excellent audio skills and typing speeds.
• Excellent attention to detail and use of grammar.
• Excellent interpersonal and communication skills and the ability to work well within a team/be a strong team-player, and to interact and build strong working relationships at all levels.
• Commercial and financial acumen and a solution-focused attitude.
• Accuracy and pride in their work product.
• Collaborative and supportive of the business and its initiatives, and a willingness to get to grips with new technology, taking the training opportunities provided by the firm.
• The ability to confidently manage and prioritise a varied workflow, and to remain proactive and flexible at all times.
• The ability to anticipate and identify potential problems and provide innovative solutions.
• Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines.
• Experience of working in a diverse team whilst fostering an inclusive team culture.
• Adaptable and open to change and a willingness and confidence to make suggestions for change where appropriate.
• High level of professionalism and integrity; displaying the highest standard of professional ethics.

We welcome applications irrespective of race, colour, ethnic or national origin, disability, sex, gender identity, sexual orientation, age, religion, belief or marital status.