Document Management Centre Supervisor - London, United Kingdom - Owen Reed

Owen Reed
Owen Reed
Verified Company
London, United Kingdom

4 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Owen Reed are looking for a Document Management Centre Supervisor to join a top law firm in London office. The shift pattern for this role will be between 11:30 and 19:30 Monday to Friday (flexibility required).


What will you do:

People Supervision and Development**:

  • Monitor and manage group absence, ensuring compliance with group rules and leave policy, ensuring maintenance of TeamSeer for all absence.
  • Monitor sickness issues and undertake informal return to work interviews after short term incidental sickness, escalating to the Secretarial Manager as required.
  • To provide detailed performance review feedback on the secretarial team to the Secretarial Manager using the Firm's competencies as reference; providing informed input in preparation for the Performance Development Review meetings and attending the reviewmeetings.
  • To mediate and resolve any minor issues between Partners, feeearners and secretaries.
  • Bring to the attention of the Secretarial Manager any performance issues in the secretarial team.
  • Monitor learning and development needs of the team members and suggest actions to the Secretarial Manager.
  • Assist the Secretarial Manager in the recruitment of new secretaries and TAs.
  • Regularly liaise and work collaboratively with other Coordinators to build relationships and leverage support across all groups.

Document Management:


  • Managing production of large documents (produced inhouse and externally) during the negotiation of a transaction, coordinating changes made to those documents by the legal team and client teams including taking responsibility for the consistency of thosedocuments throughout the transaction.
  • Managing PowerPoint presentations, diagrams and charts.
  • Managing Marketing & Business Development templates, including bids, flyers, legal updates, team booklets and team sheets.

All Operators will be jointly responsible for:

  • Reviewing internal client requests, assessing project requirements and allocating tasks according to skillset within the team.
  • Coordination/prioritisation of the team's workload in accordance with client deadlines and urgency of work including monitoring project status and intervening as necessary to reprioritise jobs.

What we are looking for:


  • Excellent English language and grammar skills gained in legal environment.
  • Advanced document production skills to include accurate typing, spelling, grammar and proof reading.
  • Advanced Word skills; such as styles, cross referencing, tracked changes, table of contents, etc.
  • Advanced knowledge of PowerPoint: embedding files, animations, transitions, etc.
  • Advanced knowledge of Excel: formula, pivot tables, charts, conditional formatting, etc.
  • Advanced knowledge of PDF conversion and comparison software.
  • Advanced knowledge of automatic numbering and house styles.
  • Good knowledge of Outlook.
  • To be able to use the OCR equipment and to convert documents to the relevant software.
  • Digital document processing functions, Adobe Acrobat 5.0 upwards.
  • Experience of document management system known as FileSite.
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