Document Production Assistant

Location: Cambridge
Office:Cambridge
Discipline: Central Executive Support Services
Contact name: Charlotte Jarman

Contact email: Charlotte.Jarman@mills-reee.com
Contact phone: 01223 222272
Vacancy reference: 016449
Published: about 2 months ago
Duration: 6 months
Closing date: 31 May 2022

The role
Document Production Assistant roles are based within the firm’s wider Executive Support Services (ESS) team, which is responsible for supporting all areas of the business. The role reports to the Executive Support Team Leader and is responsible for creating, amending and finalising high quality documents using various IT packages.

This role is based within the firm’s Real Estate National Service Line and will work alongside Document Production Specialists, Executive Assistants and Administration Assistants to provide outstanding client service to the lawyers within the team. You will work closely with the Document Production Specialists in order to develop and grow within the role further.

 

A typical day would be: 

  • Assessing, managing and prioritising own work flow
  • Preparing initial drafts
  • Amending and engrossing documents
  • Digital transcription
  • Copy typing including documents, correspondence, emails, minutes, presentations, and tenders
  • Reformatting into house style
  • Preparing document comparisons using bespoke packages
  • Proof reading

The person

This is a busy and challenging role and to be successful your background will probably include: 

  • Experience in an office based administrative role
  • Solid Microsoft Office skills, in particular Word and experience of Outlook, PowerPoint and Excel

In addition, the role requires someone who: 

  • Has excellent presentational and attention to detail skills
  • Provides outstanding client service at all times
  • Has excellent planning and organisational skills
  • Remains calm under pressure
  • Is able to communicate clearly and effectively at all levels
  • Has the ability to work as part of a team and establishes good working relationships at all levels
  • A positive can do attitude
  • Willingness to learn/accept direction

The activities

Document production

  • Ensure you understand any instructions in relation to the documents and the timescales required for completion and ask for clarification if you are unsure
  • Take pride in creating, amending and completing documents that are assigned to you and seek support from the Document Production Specialists when required
  • Apply your skills to documents to ensure they are fit for purpose
  • Compile documents in accordance with the firm’s house style and ensure these a quality assured

Client service

  • Liaise with lawyers and Executive Assistants as appropriate with regard to any queries you may have on documents and manage their expectations with regard to the outcome of the documents and the timeframes involved
  • Become known for high quality and quick turnaround document production that will encourage more referrals of work to you
  • Work within, and adhere to, all of the firm’s policies, procedures and processes including adherence to client service standards (“CSS”)

Leadership

  • With support from the Document Production Specialists, develop your skills in relation to the packages you use and also your wider knowledge of your team, National Service Line and the wider business
  • The firm is committed to innovation in all areas.  Within your role, consider and put forward better and new ways of working
  • Take time to read firm wide communications and support new initiatives
  • Work in a calm, logical and measured manner that will instil confidence in others
  • Actively help others and be flexible/willing to go the extra mile to ensure work is completed on time

 Business Management

  • Plan and organise your workload appropriately, using all available systems and resources to be time efficient and cost effective, seeking support from the Document Production Specialists when required
  • Seek out and take on ad-hoc tasks and responsibilities
  • Proactively takes steps to improve efficiency and reduce pressure on others

Technical Excellence

  • Build your technical knowledge with support from the Document Production Specialists and attend relevant training courses
  • Ensure outstanding attention to detail in all your communications and in the work you produce
  • Ensure you have good knowledge of Microsoft and other commonly used software and hardware
  • Use plain English in all your communications and ensure information is presented in a clear, logical and structured way
  • Comply with the firm’s anti-money laundering procedures