Document Services Coordinator

It’s the people at Shakespeare Martineau that make us so special. By understanding what our people want, giving them the support they need, recognising everyone’s contribution and realising the unique power of teams, together we win.   As a firm we are focused on proactively building and developing diverse teams, bringing different backgrounds, personalities and perspectives together. We play to our strengths, pushing ourselves to be consistently better than yesterday and deliver amazing solutions for our clients. We empower our teams with a high degree of individual responsibility; we self-manage and encourage everyone to be responsible for their own learning, knowing it makes us even better at what we do!    

We believe in trusting our people to make the right decisions for themselves, from when and where you work, to how you dress; we focus on outputs.  

Want to find more about our amazing benefits?

To provide truly outstanding client service we work as one team.  Our Business Operations Group is made up of business professionals who work with our legal professionals to provide market-leading expertise to our clients.  The group includes Finance, Operations, HR, Marketing, IT, Risk and the Executive Leadership team.

The role is primarily responsible for the day-to-day delivery of the following:

• Scanning, printing and other reprographics services
• Document production
• E bundle / Completion bible creation
• Digital mail room
• Records Management – physical and electronic
• Inbound and outboard document services – physical and electronic
• Assisting the firm move to paperlite ways of working

Responsibilities Include:

• Managing workloads effectively, monitoring volumes and priorities, liaising with the requestors as appropriate
• Implementing and maintaining SLAs and KPIs, creating reporting metrics as required by the Document Services Manager
• Evaluating and developing the working practices within the team, ensuring these are in line with the firm’s requirements and best practice is adopted to improve efficiencies.
• Ensuring that development and training needs for team members are met to enable them to perform effectively
• To work operationally as part of the team and lead by example both in terms of behaviour and quality of service outputs
• Work with the Document Services Manager in the effective management of suppliers, ensuring service issues are reported and managed in a timely manner
• Ensuring all documentation, scanned images and removable media are received, created and disposed of in accordance with requirements and the firm’s information security policies.
• Carrying out regular 1-2-1 meetings with team members to ensure development and training needs are met
• Ensuring consumables are stocked in order to fulfil work requests
• Ensuring file retrievals, returns and destruction of files is completed as required
• Conducting training for new starters and existing team members as required
• Working with the building teams to assist as required in times of need
• Any other duties commensurate with the post

Skills and experience you will have:

• Experience in coordinating operational delivery within a similar environment within professional services is desirable
• Demonstrable understanding of records management, GDPR, and information management
• Experience of working with and coordinating teams across multiple locations
• Demonstrable experience in identifying and changing processes to meet the needs of the business
• Demonstrable ability to influence stakeholders 
• As a working member of the team, we will require excellent IT skills with advanced knowledge of all Microsoft Office products, and PDF editing software. 
• Knowledge of document management and case management systems and workflow technologies
• Sound organisational skills with the ability to multi task.

Key competencies you will need:

• Professional presentation, excellent communication skills and strong attention to detail
• A willingness to learn and a passion to provide solution focused service every time
• High degree of drive, self-motivation, and energy.  A “can do” attitude, able to make things happen
• Always committed to delivering excellent levels of service to clients
• Willingness to be flexible, performing responsibilities not identified in this job description and assuming responsibilities as the firm’s needs change
• completer/finisher with a strong focus on getting things done
• Be a team player, want to make a difference and lead by example

We embrace agile working and offer a blended approach to where and how we work.

We appreciate that people have different needs and preferences and we’re keen to be flexible, after all, we value what you do, not where you do it.

We have hubs in Birmingham, Leicester, London, Milton Keynes, Nottingham, Solihull, Stratford-upon-Avon and Sheffield. This role will be predominantly based in our Leicester or Nottingham hubs with regular travel as required into our Milton Keynes and London hubs.  

Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found here.

Shakespeare Martineau is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.