Document Production Assistant

Location: United Kingdom
Office: Birmingham Manchester Leeds
Discipline: Central executive support services
Contact name: Jenny Stanford

Contact email: [email protected]
Contact phone: 01223222249
Vacancy reference: 024609
Closing date: 12 June 2024
Startdate: 29 May 2024 - 29 May 2024

The role

This role provides Document Production services to the business. To succeed in the role, you will be responsible for creating, amending and finalising high quality documents using various IT packages. While you will have a degree of autonomy in how you structure your day, you will be expected to learn and develop new skills and IT packages to become an integral part of the DPS team. The intention is that you will be promoted into a Document Production Specialist and, should you want to do so, the firm will look to provide you with the skills to support your career development.

The person

Given the challenges of this role, it is likely that your background and experience will include having spent some time working in an administrative assistant position or professional office environment and ideally have some knowledge of Microsoft 365, Nitro, BundleDocs and BigHand.

The role additionally requires someone who:

  • is confident and able to build sustainable relationships with colleagues;

  • is organised and methodical in how they approach their work;

  • has good attention to detail;

  • demonstrates good teamwork as well as being able to work alone;

  • communicates effectively;

  • is proactive and uses their own initiative;

  • will be working towards prioritising tasks in order to meet deadlines;

  • adheres to the firm’s hybrid working policy and will attend the office as and when required for business needs; and

  • is willing to take on new responsibilities and challenges and understands the requirement to upskill, taking responsibility for their own training and development, in an ever-evolving role.

The activities

Digital technology

These are our digital devices, systems and resources, such as BigHand, Teams, Loop-up, Microsoft 365, MatterSphere, Sysero, BundleDocs, Nitro, Brochet Paste, Atlas, and internal precedent packages. You will:

  • Type up transcriptions to include transcribing of voicemails, telephone calls, webinars, statements, podcasts, Teams, Loop-up and Zoom recordings;

  • Follow dictated instructions to create, amend and finalise all correspondence including attendance notes, documents, emails, letters, memos and minutes;

  • Download and upload using ShareFile;

  • Complete bespoke forms using software such as Cloud Forms, Quantum, Land Registry, SDLT, NameCo, LPAs, BluePrint, and Searchflow; and

  • Get involved in opportunities to try new software packages.

Document production

Work with your mentor, as needed, to follow instructions accurately to produce high quality documents for internal and external use that will include:

  • Copy typing from initial creation, amending and quality checking own work;

  • Formatting internal and external documents, including housestyle, table of contents, cross referencing, version control and engrossments;

  • Creating and amending Excel spreadsheets, working with formulas, conditional formatting, data entry and filters;

  • Running comparisons;

  • Creating and amending PowerPoint slides, Visio documents, Playbooks and flowcharts;

  • Preparing and running mail merge from Word, Excel and InterAction;

  • Working in Nitro including redacting, bookmarking, combining, splitting PDFs, OCR and extracting; and

  • Creating Knowhow and Guidance documents from templates.

Pre-employment screening

Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority (SRA). You will also be required to complete a self-declaration to access your character and suitability.

Disclosure and barring service check

This post is also subject to a satisfactory response from the Disclosure and Barring Service (DBS) to check for any previous criminal convictions/cautions.

The Mills & Reeve Business Services career structure

We have a firm wide Business Services career structure and a published career progression framework. Within the firm wide career structure there are five career levels. For the purposes of the framework, this role is at an Assistant level and the role profile that details the outcomes and activities expected of across the firm is included with this job description. Further information on the firm’s Business Services career structure is available from the HR team.

The package

As you would expect, the firm offers a generous salary and benefits. 

The firm

What really sets Mills & Reeve apart from other law firms is the way we work with our clients. We understand that clients, in the 21st century, no longer want a traditional law firm – they want one that embraces forward thinking approaches to service, billing, commercial know-how, innovation, people management and community engagement.

And finally

Mills & Reeve is committed to providing an inclusive and supportive working environment. We are happy to consider flexible working arrangements and endeavour to achieve the right balance for both our people and the business. This attitude to flexible working ensures we continue to provide outstanding service to our clients, whilst allowing our people to develop their careers in the knowledge that personal priorities will remain just that.

We are committed to promoting equality, diversity and to providing an inclusive and supportive environment.  For further information, please visit our website.