Job Purpose:

The Digital Document Services Executive is a key member of the team responsible for delivering high-quality, efficient, and consistent digital document services across the firm. This role focuses on ensuring all firm documents adhere to brand standards, managing dictation services, and providing essential document production support to legal teams, contributing to the firm's professional image and operational efficiency.

Key Accountabilities:

Document Formatting, Production & Management:

• Format, edit, and produce a wide range of legal and business documents (e.g., agreements, reports, presentations, correspondence) to the firm's "Freeths style" and brand guidelines.
• Ensure accuracy, consistency, and professional presentation of all documents, including complex layouts, tables, charts, and graphics.
• Perform document conversions, clean-ups, and troubleshooting of formatting issues.
• Managing documents within iManage, including saving versions, handling iManage links, and version control.

Dictation Services Management:

• Manage and process dictations received from legal professionals, ensuring accurate and timely transcription into final documents.
• Utilise dictation software and systems efficiently, adhering to service level agreements for turnaround times.
• Proofread and quality check transcribed documents for grammar, spelling, punctuation, and adherence to firm style.

Quality Control & Adherence to Standards:

• Conduct thorough quality checks on all outgoing documents to ensure they meet the firm's high standards for accuracy, presentation, and compliance.
• Adhere to all firm policies and procedures related to document management, data security, and confidentiality.
• Apply firm metadata management protocols when working with externally sourced documents, ensuring residual third-party metadata is stripped before circulation or filing.

Process Efficiency & Technology Utilisation:

• Utilise firm-standard software and tools (e.g., advanced Microsoft Word features, document management systems, ServiceNow) effectively to streamline document production workflows.
• Actively participate in the adoption of new technologies and processes aimed at enhancing efficiency and service delivery within digital document services.
• Provide feedback and suggestions for process improvements to the Lead, Digital Document Services.

Collaboration & Communication:

• Communicate effectively with colleagues to clarify instructions, manage expectations, and provide updates on document requests.
• Collaborate with other team members within Digital Document Services and other Legal Administrative Services teams to ensure seamless service delivery and workload management.

Skills and Experience:

• Proven experience in a document production, formatting, or administrative support role, preferably within a legal or professional services environment.
• Advanced proficiency in Microsoft Word, including styles, templates, tables, and complex document formatting.
• Experience with dictation systems and transcription services is highly desirable.
• Exceptional attention to detail and a commitment to producing accurate, high-quality work.
• Strong organisational skills with the ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
• Excellent communication skills, both written and verbal, with a professional and client-focused approach.
• Ability to work both independently and as part of a collaborative team.
• Familiarity with legal terminology and document types is an advantage.
• Experience with document management systems and/or ServiceNow is a plus.

Key Relationships:

• Lead, Digital Document Services (Direct Manager)
• Partners and lawyers
• Digital Document Services team members
• Other Legal Administrative Services teams

Performance Measures:

• Accuracy and quality of formatted documents and transcribed dictations.
• Timeliness and adherence to turnaround times for document requests.
• User satisfaction with digital document services.
• Adherence to firm style guides and brand standards.
• Efficiency in task completion and utilisation of firm systems.

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