Shepherd and Wedderburn are currently recruiting for a Document Production Assistant 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
* Strong organisational and technical skills
* 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
* 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.
Other information
HR Contact
If you would like further information on the role or require accommodations to make your application please contact marc.mcrae@shepwedd.com.
At Shepherd and Wedderburn we strive to provide a supportive, inclusive and high performance working environment, where everyone feels they belong. Diversity and inclusion is at the heart of our business and we therefore welcome applicants from different backgrounds to all levels of the organisation. To foster inclusivity we particularly encourage applications from those who may be from underrepresented groups, including candidates from Black, Asian and minority ethnic backgrounds, LGBT+ people, people with disabilities or who are neurodivergent and those from lower socio-economic backgrounds.
GDPR
Shepherd and Wedderburn is committed to protecting the privacy and security of your personal information that we collect as a “data controller”. The information provided by you will be processed in accordance with our GDPR Privacy Notice for Applicants and Work Experience Students. If you are successful in obtaining paid employment with us, we will hold your information in accordance with our Privacy Notice and Data Retention Policy for Personnel, which will be provided to you at the relevant time.
We will process the information you provide solely for the purpose of evaluating your application for employment. The information will be disclosed to the interview panel (if relevant), your line manager (if appointed), and Human Resources staff members. We may contact any references provided for the purposes of discussing your application, and will ask your permission before doing so.
If you provide any information deemed to be “special category” information under the General Data Protection Regulation, we may use this as follows:
* We will use information about your disability status to provide appropriate adjustments to the interview process.
* We will use any information provided in our diversity monitoring form about your race, colour, nationality, ethnic or national origin, gender identity, gender expression, social mobility background, religious beliefs, sexual orientation, any disability information, age, and marital/civil partnership status to ensure meaningful equal opportunity monitoring and reporting. Any analysis of this data will be done on an anonymous basis.
Should your application be unsuccessful, the information provided will be deleted within 1 year of a decision not to progress your application.
If you have any further questions about how we process and store your information, or your rights in relation to this, please refer to our GDPR Privacy Notice for Applicants and Work Experience Students (available at www.shepwedd.com/careers/working-with-us/privacy-notice)
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