Job description

We are currently recruiting for an experienced Document Specialist to join our London office on a 12 month fixed term contract.  This role will be to work a shift of 5:00pm - 1:00am, Monday to Friday.

Role purpose
To produce high quality documents, ensuring that all work is completed efficiently, accurately and to the highest standard within defined time frames using all resources and applications efficiently.

Role and responsibilities

• To produce or amend documents to the highest standards possible with accuracy and in a timely manner. This will be using MS Word, Excel and PowerPoint but could also include In Design, Visio or other software applications as appropriate 
• To "trouble-shoot" and health check documents as requested
• To provide expert document advice for clients, supplementing that provided by the global help desk and training team, including remote controlled access to PCs and desk-side coaching, if required
• To communicate with the department's clients to clarify queries and meet their expectations
• Effective resolution of all client-related concerns and queries, escalating as necessary
• Demonstrate professionalism in dealing with difficult client situations, assessing the best course of action to resolve the issue, clarifying and re-enforcing best practice in our policies and procedures
• To organise day-to-day department workflow in rotation with others, as follows:
  • to book in work, following the agreed booking-in procedure, working with the department's clients and the Bridge to take instructions, clarify queries and renegotiate deadlines as appropriate
  • to schedule work appropriately to the on-site, off-site or outsourced teams, following department, administrative and technical procedures and using all available technology 
  • to liaise with other Document Services departments to manage departmental deadlines to keep workloads under active review and ensure that deadlines are not at risk of being missed, and to follow procedures to ensure clients are informed of any potential issues
  • to outsource certain documents using the relevant and correct procedures
  • To be flexible with regards to work location and working hours.  Although training will be provided on shift whenever possible, it may sometimes be necessary to attend certain training courses off-shift.
• To be flexible in undertaking these duties and any other duties as required 

Key requirements 

• Legal or similar professional services experience preferred
• Experience/understanding of the principles of effective workflow management
• Experience of working on complex technical documents in client and deadline driven environments
• High levels of accuracy required
• Advanced technical skills  - good understanding of Adobe Creative Suite an advantage and Microsoft Office essential
• Demonstrates awareness and understanding of the needs of the business and the ability to proactively suggest how these should be met
• Good written and oral communication
• Excellent organising skills, with the ability to prioritise and manage own workload 
• Excellent client service skills
• Flexible and proactive approach
• Committed to personal development
• Strong communication
• A good team player

Additional information - External

It’s Time

Allen & Overy is a leading global law firm operating in over thirty countries. By turning our insight, technology and talent into ground-breaking solutions, we’ve earned a place at the forefront of our industry. Our lawyers are leaders in their field – and the same goes for our support teams. Ambitious, driven and open to fresh perspectives, we find innovative new ways to deliver our services and maintain our reputation for excellence, in all that we do.

The nature of law is changing and with that change brings unique opportunities. With our collaborative working culture, flexibility, and a commitment to your progress, we build rewarding careers. By joining our global team, you are supported by colleagues from around the world. If you’re ready for a new challenge, it’s time to seize the opportunity.