Job Description
We are currently recruiting for 1 x Weekend Document Production and Workflow Specialist across the day shift. The hours for the role are 08.00-16.00 on Sundays and can be from one of the following options Monday – Thursday 09.30-17.30 /10.00-16.00 or 11.00-19.00. Please only apply if you can work this shift you are applying for. This is a full time position, not freelance.
Due to the nature of this role, it is recognised that it can be performed mostly remotely with the expectation of coming into the Newcastle office as business needs require.
The role
The purpose of this role is to be part of the GBS Document Production (GBS DP) team and is responsible for providing a direct first class professional document production (DP) and customer service to the partners and fee earners across all Global offices, supporting the wide range of DP profiles of work. As well as ensuring workflow is efficient and accurate, championing quality and consistency, liasing with team members on shift to ensure work is acknowledged in a timely maner and ensuring accurate input and administration of the workflow tool, ServiceNow (SNOW).
Key Responsibilities
Document Production/Workflow & Administration
Providing an accurate and high quality DP service along with some Workflow Specialist duties during peaks on shift. Profiles of tasks vary across a large suite of legal and non legal work streams including, but not limited to:
- producing high-quality legal documentation using Clifford Chance templates or tailored as per requirements (incl. MS Word, PPT, Excel and Adobe PDF)
- Document health checks/cleaning and converting
- Graphics/Charts
- Document conversions
- Offering Circulars, Legal Review Reports, Client Briefings, Technical Bulletins, Mail-Merge, eMailers
- Cross-reference checking
- Revisions and amendments
- Comparisons/blacklining
- Copy typing
- Audio typing
Priortise in accordance with agreed deadlines as submitted on SNOW and agreed with clients. Demonstrate understanding of work and ability to carry out all DP tasks.
Operational co-ordination of Workflow and utilising Workflow Application (SNOW) including actively making sure all relevant information is accurately logged and maintained not limiting to personal time tracking, estimations, deadline management and document security.
Provide the first level support for all client and team queries during this time in relation to all work and workflow related issues, escalating to the GBS Management team as required and/or liaising with team members on shift.
Working seamlessly with the Firm's document management system, iManage, for document retrieval and return to system.
Producing high quality tasks and logging and allocating tasks to Document Production Specialists when required.
Ensure "best practice" guidelines are followed at all times.
Liaise with all relevant departments:
London
Newcastle
Delhi
Hyderabad
Virtual Assistant Teams (inc. EA's TA's both in London and India)
Agree deadlines and lead on communications direct with clients, together with updating Workflow Application with all relevant information to each request.
Applying software knowledge to all tasks and troubleshooting across GBS.
Team Support
- Working collaboratively with team members to ensure the provision of first class support services to fee earners Globally.
- Establish, maintain and develop effective communication with team/colleagues globally.
- Complete any ad-hoc duties as requested by GBS Management.
- Collaborating with Weekend GBS Shift Manager as required during periods of high volumes, escalating on shift issues/complaints or highlighting pinch points.
Client Services
- Deliver exceptional customer service, present as proactive, friendly, helpful, willing and efficient at all times.
- Leading as first point of contact on client communications upon task submissions.
- Ensuring all communications are efficient, timely and accurate across GBS.
- Co-ordination of GLB Exceptional Access/SPM requests.
- Efficiently capture information within SNOW and any other ad hoc spreadsheets/databases.
Qualifications
Your experience
Key Requirements:
- Excellent copy and audio typing speeds
- Intermediate working knowledge of Microsoft Outlook
- Up-to-date experience of Microsoft Suite, eg: Word, PowerPoint and Excel to MS Office 365 Associate level – MOS Certified
- Intermediate knowledge of Adobe Acrobat
- Intermediate knowledge of Adobe suite
- Solid experience within a professional corporate services environment
- GSCE/O-level standard or equivalent
- Strong communication skills are essential, the ability to communicate clearly, persuasively and with sensitivity, both orally and in writing when dealing with lawyers, partners, practice assistants, trainees, paralegals and various support staff
- Demonstrate using own initiative / judgement
- Experience of meeting deadlines, prioritising a busy workload and working under pressure, especially when working alone or during the closing of deals
- Ideally, solid document production experience
Previous experience within a legal environment would be an advantage
Firm's competencies are as follows:
Analytical Thought and Problem Solving
The ability to gather and analyse information, utilising the results of that analysis to make effective decisions and find innovative solutions.
Communicating and Influencing
The ability to communicate clearly, persuasively and with sensitivity, both orally and in writing.
Commitment and Self-motivation
Commitment to both Clifford Chance and its clients, demonstrated in the drive to improve both quality of delivery and personal performance.
Leading and Developing Others
The ability to lead and manage others, both by contributing to the vision of the organisation and by enabling others to develop themselves.
Organising and Managing Resources
The ability to plan and organise self and others effectively in order to meet business priorities.
Working Relationships
The ability to form working relationships with others, both internally and externally of Clifford Chance, and to use those relationships to benefit both individuals and the Business.
Organisational/Strategic Thinking
The ability to see the role in the broader context of the Business as a whole and its clients, and to use that knowledge to drive action.
Client Focus
At Clifford Chance, we believe in bringing the client - both internal and external - to the centre of everything we do. To do this we need to understand, anticipate and fulfill the unique needs and expectations of each client. We call this "Client Focus" and to help deliver this core part of our business strategy, we want to recruit people who not only excel in their field but who are also client focused.
We are looking for people who:
- can demonstrate a keen interest and enthusiasm to understand clients priorities;
- are self-starters but also team players ready to help others and contribute to the success of GBS;
- listen, question and deliver; and
- be reliable and responsive and can put the needs of the client first.
In short, we are looking for people who are motivated by client satisfaction and who strive to exceed the expectations of their clients.
Company Description
Who we are
We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.
Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.
Our one firm global strategy is focused on targeted growth led by the needs of our core clients, those who we can best support with the breadth and depth of Clifford Chance expertise, across the sectors and geographies, which matter most to them.
You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.
Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.
Additional Information
Hybrid Working
Due to the nature of this role, it is recognised that it can be performed mostly remotely with the expectation of coming into the office only as business needs require.
What we offer including our broad range of benefits and working environment
When you join Clifford Chance, you will have access to a broad range of benefits to support you across many aspects of your personal and professional life including financial, wellbeing, lifestyle, and family friendly benefits. For more information on what we offer specifically in the UK, please visit our What We Offer page on our career site.
Equal opportunities
At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.
We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.
We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.
Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm.
Find out more about our inclusive culture here.
