Document Production Workflow Specialist

2 weeks ago

Newcastle upon Tyne, United Kingdom Clifford Chance Full time

Job Description

**The role**

The purpose of this role is to take responsibility for the co-ordination & supervision of workflow for GBS DP teams in London, Delhi, Hyderabad and Newcastle for the provision of a 24-7 Global service.

Responsibilities include leading and delivering on ensuring workflow is efficient and accurate, championing quality and consistency. Provide first level support where hours permit. Accurate input and administration of the workflow tool, Elevate. Ensuring all relevant information is accurately logged and maintained. Estimations, deadline management and document security. Provide the first level support for all client and team queries during this time in relation to all work and workflow related issues, escalating to the GBS Management team as required.

**Key Responsibilities**

**Workflow & Administration**
- Role to be performed in conjunction with Workflow Specialists in all GBS locations.
- Operational co-ordination and supervision of Workflow and utilising Workflow Application (Elevate).
- Working seamlessly with the Firm's document management system, iManage, for document retrieval and return to system.
- Leading with the management of Estimating, Deadlines, Capacity planning and Allocating to Document Production Specialists.
- Ensure "best practice" guidelines are followed at all times.
- Liaise with all relevant departments:

- London
- Newcastle
- Delhi
- Hyderabad
- Virtual Assistant Teams (inc. EA's TA's both in London and India)
- Agree deadlines and lead on Comms direct with clients, together with updating Workflow Application with all relevant information to each Request.
- Actively support DPS team by contributing to the completion of tasks/jobs where required.
- Ensure GBS Tracker and any shift handovers are detailed and accurate including all WIP information.

**Client Services**
- Deliver exceptional customer service.
- Leading as first point of contact on client communications (queries, logging jobs and projects/work, monitoring progress of projects/work).
- Understanding of work and projects to ensure accurate prioritisation and judgement, where applicable.
- Ensuring all communications are efficient, timely and accurate across GBS.
- Actively collaborate and maintain working relationships with other service centres (e.g., Design, VAs and Print Services).
- Capture of critical management information relating to all work which passes through GBS, using the Workflow Application.
- Co-ordination of GLB Exceptional Access/SPM requests.
- Leading with on effective and regular co-ordination, to ensure workflow and prioritisation is accurate, including QC'ing across all GBS Hubs.
- Efficiently capture information within Elevate, GBS Tracker and any other ad hoc spreadsheets/databases.

**Teamwork**
- Establish and maintain effective communication with all colleagues across GBS.
- Visit India - at least once during an 18 month period.
- Undertake ad hoc duties as requested by the GBS Managers.

**Qualifications**:
**Your experience**

**Key Requirements**:

- High level customer focus.
- Ability to prioritise under pressure and manage deadlines.
- Ability to work as part of a team but also in a silo capacity.
- Excellent communication and interpersonal skills.
- Proven experience in a Workflow role, preferably a DP environment.
- Possess a critical eye in terms of accuracy.
- Up-to-date experience of Microsoft Suite, eg: Word, PowerPoint, and Excel to MS Office 365 Associate level.
- A degree of flexibility is required.
- Excellent written English and proofing skills.

**Firm's competencies are as follows**:
**Analytical Thought and Problem Solving**

The ability to gather and analyse information, utilising the results of that analysis to make effective decisions and find innovative solutions.

**Communicating and Influencing**

The ability to communicate clearly, persuasively and with sensitivity, both orally and in writing.

**Commitment and Self-motivation**

Commitment to both Clifford Chance and its clients, demonstrated in the drive to improve both quality of delivery and personal performance.

**Leading and Developing Others**

The ability to lead and manage others, both by contributing to the vision of the organisation and by enabling others to develop themselves.

**Organising and Managing Resources**

The ability to plan and organise self and others effectively in order to meet business priorities.

**Working Relationships**

The ability to form working relationships with others, both internally and externally of Clifford Chance, and to use those relationships to benefit both individuals and the Business.

**Organisational/Strategic Thinking**

The ability to see the role in the broader context of the Business as a whole and its clients, and to use that knowledge to drive action.

**Client Focus**

At Clifford Chance, we believe in bringing the client - both internal and external - to the centre of everything we do. To do this we need to understand, anticip

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