Document Production Assistant

Vacancy ID

013129

Status

Fixed Term

Preferred location

Vacancy type

Executive Support Services
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Cambridge Office

Full time and on a fixed term maternity cover contract to January 2023

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The role

Document Production Assistant roles are based within the firm‘s wider Executive Support Services (ESS) team, which is responsible for supporting all areas of the business. The role reports to the Executive Support Team Leader and is responsible for creating, amending and finalising high quality documents using various IT packages.This role is based within the firm‘s Real Estate National Service Line and will work alongside Document Production Specialists, Executive Assistants and Administration Assistants to provide outstanding client service to the lawyers within the team. You will work closely with the Document Production Specialists in order to develop and grow within the role further.A typical day would be: Assessing, managing and prioritising own work flow, Preparing initial drafts, amending and engrossing documents, Digital transcription, copy typing including documents, correspondence, emails, minutes, presentations, tenders, Reformatting into house style, Preparing document comparisons using bespoke packages and Proof reading##

The person

This is a busy and challenging role and to be successful your background will probably include: Experience in an office based administrative role and Good Microsoft Office skills, in particular Word and experience of Outlook, PowerPoint and Excel.In addition, the role requires someone who: Has excellent presentational and attention to detail skills, Provides outstanding client service at all times, Has excellent planning and organisational skills, Remains calm under pressure, Is able to communicate clearly and effectively at all levels, Has the ability to work as part of a team and establishes good working relationships at all levels, and a Positive can do attitude and willingness to learn/accept direction.##

The activities

Document production

Ensure you understand any instructions in relation to the documents and the timescales required for completion and ask for clarification if you are unsure.Take pride in creating, amending and completing documents that are assigned to you and seek support from the Document Production Specialists when required.Apply your skills to documents to ensure they are fit for purpose.Compile documents in accordance with the firm‘s house style and ensure these a quality assured.

Client service

Liaise with lawyers and Executive Assistants as appropriate with regard to any queries you may have on documents and manage their expectations with regard to the outcome of the documents and the timeframes involved.Become known for high quality and quick turnaround document production that will encourage more referrals of work to you.Work within, and adhere to, all of the firm‘s policies, procedures and processes including adherence to client service standards (€œCSS€).

Leadership

With support from the Document Production Specialists, develop your skills in relation to the packages you use and also your wider knowledge of your team, National Service Line and the wider business.The firm is committed to innovation in all areas.  Within your role, consider and put forward better and new ways of working.Take time to read firm wide communications and support new initiatives.Work in a calm, logical and measured manner that will instil confidence in others.Actively help others and be flexible/willing to go the extra mile to ensure work is completed on time.

Business Management

Plan and organise your workload appropriately, using all available systems and resources to be time efficient and cost effective, seeking support from the Document Production Specialists when required.Seek out and take on ad-hoc tasks and responsibilities.Proactively takes steps to improve efficiency and reduce pressure on others.

Technical Excellence

Build your technical knowledge with support from the Document Production Specialists and attend relevant training courses.Ensure outstanding attention to detail in all your communications and in the work you produce.Ensure you have good knowledge of Microsoft and other commonly used software and hardware.Use plain English in all your communications and ensure information is presented in a clear, logical and structured way.Comply with the firm‘s anti-money laundering procedures.
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Benefits

As you would expect, the firm offers a generous salary and benefits. Everyone has different priorities and preferences, so at Mills & Reeve you can choose the benefits that appeal to you. From buying holiday and undergoing health screening to leasing a bicycle – the choice is yours.

Our core benefits are:

  • Equal all staff bonus based on the firm’s financial performance
  • Generous pension including the option to salary sacrifice
  • Five weeks' annual leave and the option to buy or sell a week each year
  • Extra day of leave for wedding/civil partnership, religious holiday and house moving
  • Bonus week leave every 11th year of continuous service
  • Enhanced maternity, paternity and adoption pay
  • Income protection after two years’ service
  • Life assurance with the choice of covering between two and 10 times annual basic salary
  • Confidential employee assistance programme providing guidance on every day issues to more complex matters and both telephone and face to face counselling.

More information can be found here.

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The firm

What really sets Mills & Reeve apart from other law firms is the way we work with our clients. We understand that clients, in the 21st century, no longer want a traditional law firm – they want one that embraces forward thinking approaches to service, billing, commercial know-how, innovation, people management and community engagement. 

Pre-employment screening

Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority (SRA). You will also be required to complete a self-declaration to assess your character and suitability

And finally

Mills & Reeve is committed to building a diverse workforce and fostering an inclusive environment in which all our people can thrive. We hire people from a wide variety of backgrounds because it makes our firm stronger, and we have a collaborative culture that celebrates different perspectives and values respect for one another, working together, and openness and integrity. Our approach to flexible working means that we work in a way that achieves the right balance for our people, our clients and for our business.

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