Document Production Specialist

Shepherd and Wedderburn are currently recruiting for a Document Production Specialist to provide support to our various legal teams based at our office in Edinburgh. The successful candidate will undertake the production and amendment of documents in Microsoft Word, PowerPoint, Foxit and Excel as required. This will also include editing and converting documents making sure that they conform to S + W house style and layout.

The role

• To check all work is accurate and well-presented once editing and redrafting is complete;
• To meet time limits set by fee earners and to liaise with fee earners/Co-ordinator if limits cannot be met;
• To handle phone calls, emails and Teams messages taking precise and clear messages regarding special instructions for DP documents and deal with emails regarding instructions for documents;
• To report faulty documents, printer errors etc. so that these can be logged by IT Support;
• To liaise as appropriate with the Coordinators to ensure that they are kept fully updated about the progress of specific documents;
• To be flexible if required to work additional hours to ensure the completion of urgent documents;
• To assist with special projects as and when required;
• To work to stated deadlines and adjust priorities to accommodate changing needs;
• To utilise the firm's systems and procedures to fullest advantage;
• To provide assistance throughout the firm as required;
• To assist the PA team with document queries, sharing knowledge and identifying any training requirements
• To transcribe dictation from a digital dictation system where required ensuring that realistic timescales are met and that work is accurate and well presented;
• To transcribe dictation from all relevant systems e.g. a link from a website or transcript from a meeting;
• To actively seek training where any need is identified;
• To communicate effectively with fee earner and/or line manager regarding workflow and ability to assist;
• To create and maintain effective working relationships with colleagues;
• To assist in ad hoc requests/problem solving;
• To assist with formatting of documents that are client styles
• To update/reformat, maintain and upload Precedents as and when required;
• To create and test new styles for S+W templates;
• To participate in pilot schemes using new software packages
• To participate in project work as required;
• To work with the IT Training Team assisting with queries and proactively identifying training requirements
• To work with the Smarter Working team to assist with legal house style projects and formatting and maintaining precedents;
• To assist in the production of Bundledocs for colleagues where appropriate;
• To advise the Coordinator of any problems/grievances so that these can be dealt with promptly in an appropriate manner;
• To undertake any other reasonable duties as requested by line manager/fee earner.

Candidate Profile/Technical Skills

Essential

• Strong organisational and technical skills
• Strong problem solving skills
• Attention to detail
• Previous experience in a document production role
• Advanced skills in Word (styles, cross-referencing, track changes, table of contents) and proficient in Excel and PowerPoint

Desirable

• Legal sector experience

Business/Work Management

• Works as part of a team and with the PA Co-ordinator to attain objectives within agreed timescales.
• Keeps all clients and colleagues up-to-date with latest developments.
• Complies with all firm policies and procedures, including financial.
• Implements improvements in working methods.
• Prepares well for meetings with guidance.
• Makes effective use of the firm's information management systems, and complies with all legal and regulatory requirements.

Firm Contribution

• Awareness of and, where appropriate, participates in development of team's operational goals.
• Displays an awareness of organisational goals and has an engaged commitment to team goals.
• Participates in extra practice events to assist development of firm.

To submit an application, please click apply.