Document Centre Team Lead

Jobtailor; Poole; On-site; GBP 38,000 - 52,000; Full time

Job summary

Jobtailor is seeking a seasoned leader to head the Document Centre team in Poole. You will train and mentor staff, oversee receipt, sorting, scanning and assignment of physical documents, and ensure compliant production and dispatch of court bundles on lawyer instruction.

You’ll monitor key metrics, redesign processes as volumes grow, and maintain a robust audit trail while collaborating with in-house legal and compliance teams to meet regulatory standards.

Qualifications

• Leadership experience in mailroom, document production, reprographics or operations within a regulated environment.
• Track record of scaling a high-volume operation without compromising quality.
• Working knowledge of legal workflows and regulatory/data protection standards.
• Ability to collaborate with in-house legal and lawyer support.
• Comfort with bespoke software and quick to learn new tools that automate manual steps.
• Service mindset: lawyers are clients and outcomes depend on the team.

Responsibilities

• Lead the team: train, mentor and manage a high-performing team of Document Centre Associates.
• Run the day-to-day operation: receipt, sorting, scanning and assignment of all incoming physical case documents.
• Oversee document production and dispatch: correspondence, notices and court bundles produced on lawyer instruction and delivered within SLA.
• Monitor and improve the key metrics: scanning and assignment turnaround, ticket response times for lawyer requests, and production accuracy.
• Redesign processes as volumes grow rather than adding headcount to broken ones.
• Build quality control: dual-operation checks with a clear audit trail, and training that gets new hires productive quickly and consistently.
• Maintain the audit trail: every physical document tracked from receipt through to safe handover or secure destruction.
• Partner across the firm: work closely with Lawyer Support and Compliance so all processing stays within our regulatory and data protection obligations.

Skills

Team Leadership

Document Production

Legal Workflows

Quality Control

Regulatory Compliance

Bespoke Software

Tools

Bespoke software

Job description

• Lead the team: train, mentor and manage a high-performing team of Document Centre Associates.
• Run the day-to-day operation: receipt, sorting, scanning and assignment of all incoming physical case documents.
• Oversee document production and dispatch: correspondence, notices and court bundles produced on lawyer instruction and delivered within SLA, including when court deadlines are tight.
• Monitor and improve the key metrics: scanning and assignment turnaround, ticket response times for lawyer requests, and production accuracy. Redesign processes as volumes grow rather than adding headcount to broken ones.
• Build quality control: dual-operation checks with a clear audit trail, and training that gets new hires productive quickly and consistently.
• Maintain the audit trail: every physical document tracked from receipt through to safe handover or secure destruction.
• Partner across the firm: work closely with Lawyer Support and Compliance so all processing stays within our regulatory and data protection obligations.

Requirements

• Team leadership experience in mailroom, document production, reprographics or operations, ideally within legal services or another regulated environment.
• A track record of scaling a high-volume operation without letting quality slip.
• Working knowledge of legal workflows and a firm grasp of why regulatory and data protection standards matter.
• A leader who builds trust within their team and collaborates well with other functions, including in-house legal and lawyer support.
• Comfortable with bespoke software and quick to pick up new tools that automate manual steps.
• A service mindset: our lawyers are your clients, and their clients' outcomes depend on this team.

Core Competencies

Demonstrates strong leadership in managing and mentoring teams within document production and operations, ensuring compliance with regulatory and data protection standards while maintaining high-quality service delivery.

Highest-signal resume keywords

• Team Leadership Experience
• Document Production Management
• Legal Workflows Knowledge
• Quality Control Implementation
• Regulatory Compliance Understanding

ATS Optimization Keywords

Hard Skills

• Document Sorting
• Scanning Operations
• Production Accuracy Monitoring
• Process Redesign
• Audit Trail Maintenance

Soft Skills

• Collaboration
• Trust Building
• Service Mindset
• Mentoring
• Training

Industry Keywords

• Legal Services
• Regulated Environment