Work Allocator

2 weeks ago

Manchester, United Kingdom Freshfields Bruckhaus Deringer LLP Full time

Role summary/purpose of job

The Document Specialists team is responsible for producing high quality legal documentation as well as creative work to all staff in the firm (including fee earners), globally. The work allocators support DS by triaging and allocating all inbound requests from the global firm, manage capacity and ensure that resources are effectively utilised.

Location Overview: Manchester

The Freshfields Global Centre provides both business and legal services to the firm. Our services are delivered in a way which supports the global nature of our firm and our clients, enables our fee earners to deliver exceptional service to our clients and to do that in a way which is efficient and effective.

Key responsibilities and deliverables

As a Global Work Allocator your role is to provide high quality support to Document Specialists acting as the first point of contact for worldwide fee earners requesting work to be carried out by the department.

More specifically you will:
- Schedule, scope and plan document specialists’ availability for projects by using knowledge of personnel skills to ensure fee earner requirements are met and a quality service is delivered in a timely manner.- Coordinate the smooth handover of work from one region to another.- Assist fee earners with ad hoc pieces of advice, including advance notice for long term projects with large teams, support outside normal hours of operation, bespoke projects falling outside standard services/products and how these can be taken forward, sending follow up queries as needed.- Ensure that all project risk is captured, and mitigation plans are in place.- Be a point of escalation for the work allocation, making judgment calls and resolving/escalating issues and risks as appropriate to the relevant manager.-
- Attend regular meetings with the other work allocators, document specialist supervisors and seniors etc to ensure high quality and consistent service from all teams for which you allocate work.- Work alongside the continuous improvement function to enhance the efficiency of delivery of the service to all customers.- Provide assistance with general project management tasks as the situation requires.

Key requirements

Essential- Positive, dedicated, and professional attitude.- Good communication skills, ability to deal with people at all levels.- Able to work both independently and within a team, to remain calm under pressure and to work to tight deadlines in allocating work to different legal support assistants.- Good coordination skills.- Good time management, meticulous organisational and problem-solving skills.- Good technical skills, including Excel, Word, PowerPoint.

Desirable- Keen interest in learning how to allocate work to a large team using different work allocation software.- An understanding of process mapping.- Reliable, flexible, forward thinking and service-oriented, willing to stay and complete the job when the occasion requires and have a strong sense of responsibility and ownership.

Freshfields Overview

Freshfields Bruckhaus Deringer is a major international law firm, providing business law advice of the highest quality. We want to be the law firm that clients turn to for legal advice where it most matters, wherever in the world that may be. The Firm has over 2,400 lawyers in 28 offices around the world, providing a comprehensive service to national and multinational corporations, financial institutions and governments.

Our people make our firm - we are a people business and want to create a welcoming and supportive environment where all can flourish. We see diversity as a strength which creates fresh perspectives and generates new ideas. We enjoy our work and are determined to do an outstanding job. We deliver best when working in teams. Our culture is a product of the combined mindsets and behaviours of our people which is through the Being Freshfields principles, outlined below:
- we show respect to everyone- we are there for one another- we are open with each other- we are positive role models

We think and work globally - we don’t just say we are one firm; we act like one firm right across the world. We work wherever our clients need us. This is how we define ourselves, not by reference to where we have offices. Cross-border work isn’t just what we do, it is what we excel at. We understand what it really takes to work across different legal systems and commercial environments and to bridge language and cultural gaps.

We aim to add value in everything we do - we are passionate about helping our clients succeed. We use our experience and creativity to help clients make judgements and achieve their goals. In everything we do, we seek to make a real difference to the communities in which we operate.
- Freshfields is committed to promoting equality and diversity and to developing a culture that values differences, recognising that employees from a variety of backgrounds make important and positive contributi

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