Document Services Team Leader

3 weeks ago

Leicester, United Kingdom Shakespeare Martineau Full time

**The opportunity**

Are you looking to join an award-winning company that puts their people first? We're looking for a document services team leader to join our busy and sociable client services and facilities team, based at our Leicester office.

**We can offer you**:

- A competitive package, with annual salary reviews
- Great employee benefits
- The support and encouragement of a great team behind you who want to help you thrive

**The role**:
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 will 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, ensuring these are in line with the firm’s requirements and best practice is adopted to improve efficiencies.
- To work 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.
- Conducting training for new starters and existing team members as required
- Completing printing requests from a variety of different sources, outputting requests to production print engines, MFDs and wide format printers in standard and full bleed format as requested.
- Creating, editing, converting and enhancing documents to and from multiple formats
- Liaising with clients to manage deadlines and any subsequent queries
- Processing and distributing incoming documents and items within set SLAs, ensuring everything is logged and traceable
- Collecting and processing outgoing post, including the processing of large mailings when required
- Arrange couriers and other signed for deliveries and collections by request, ensuring relevant details are recorded for charging and auditing purposes
- Undertaking local hand deliveries as required
- 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
- Managing stock
- 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 within professional services is essential.
- Demonstrable experience in identifying and changing processes to meet the needs of the business creating business cases in support of this
- Demonstrable ability to influence team members and able to articulate future possibilities
- 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**:

- 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

**The team**:
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.

**About us**:
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,

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