Document Services Team Leader

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?

A hands-on role leading a team of document services assistants, responsible for consistent operational delivery of work streams within document services across the firm. Ensuring all work is completed efficiently to the highest standard within defined timescales. Co-ordinating the flow of work coming into the department and ensuring work is completed in line with expectations.

Responsibilities Include:

• managing workloads effectively, monitoring volumes and priorities, liaising with the requestors as appropriate
• maintaining SLAs and KPIs, creating reporting metrics as required by the Document Services Manager
• evaluating and developing the working practices within the team
• working operationally as part of the team and lead by example both in terms of behaviour and quality of service outputs
• ensuring all documentation, scanned images and removable media are received, created and disposed of in accordance with requirements 
• conducting training for new starters and existing team members as required
• creating, editing, converting and enhancing documents to and from multiple formats
• creating electronic bundles and completion bibles
• scanning documents using production scanners, MFDs and wide format devices
• transferring of data to and from removable media, cloud based solutions, document and case management systems
• sending and retrieving files to and from our off-site storage provider, ensuring full end-to-end audit trails are available. Completing destruction of files as required in line with our retention and destruction policy
• working with the building teams to assist as required in times of need

Skills and experience you will have:

• experience in leading a team in a similar environment  is essential.
• demonstrable experience in identifying and changing processes to meet the needs of the business 
• demonstrable ability to influence team members and able to articulate future possibilities
• excellent IT skills with advanced knowledge of all Microsoft Office products, and PDF editing software; knowledge of imanage, Uniflow, Paper River and Fiery would also be beneficial
• knowledge of document management and case management systems and workflow technologies

Key competencies you will need:

• 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
• 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 primarily based from our Stratford upon Avon hub with occasional travel to other local 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.