Document Specialist - Mon - Fri (10pm - 6am)

Freshfields; Manchester; On-site; GBP 28,000 - 42,000; Full time

Job summary

Freshfields is seeking a skilled Document Production specialist to join our legal support team in the UK. The role focuses on creating and formatting complex documents, ensuring adherence to firm templates and house-styles, and providing proactive support to fee earners across locations.

The candidate will handle audio transcription, document conversions, and troubleshooting across MS Office suites, while maintaining high accuracy under tight deadlines and contributing to continuous improvement

Qualifications

• Experience in legal document production or advanced MS Word skills.
• Ability to interpret complex fee earner briefs and produce accurate documents.
• Strong problem-solving and communication skills.

Responsibilities

• Create, format and update complex documents, reports, spreadsheets and presentations.
• Transcribe audio files accurately with strong typing.
• Convert documents to house-style using firm templates and styles.
• Troubleshoot document issues across packages and resolve printing problems.
• Support fee earners with technical queries by phone, proxy, or email.
• Assist in non-document production tasks during peak workloads.

Skills

MS Word

Troubleshooting

Teamwork

Attention to detail

Tools

DocXTool

Job description

Produce all work to the highest standards of accuracy within strict deadlines, including

• Creating, formatting and updating a wide range of complex documents, reports, spreadsheets and presentations, adhering to the house-style and utilising the appropriate tools to ensure efficiency and accuracy.
• Transcribing audio files accurately and efficiently demonstrating solid typing skills.
• Converting documents across various packages into house-style, using firm templates, styles and schemes.
• Troubleshooting textual, graphic and printing issues across all packages.
• Accurately interpreting complex fee earner briefs and producing documents within the required timescales, seeking clarification when necessary.
• Supporting creative presentation requests in PowerPoint using template guidelines where appropriate.
• Quality checking all work to ensure that completed documents are delivered accurately and to an appropriately high standard. Ensuring all edits have been inserted and make logical and grammatical sense.
• Adhering to working practices for the function.
• Ensuring own technical skills are maintained and updated, including developing extensive knowledge of the firm’s global document templates.
• Troubleshooting document technical issues including using clean-up software such as DocXTool and performing “health checks” on documents as required.
• Assisting fee earners and other internal clients with technical queries in all relevant packages by telephone, proxy services or email.
• Assisting in non-document production administration tasks, by exception, when workloads are high across the whole team/service.
• Demonstrating a proactive approach to ensure fee earners and internal clients’ requirements are met, liaising with other functions to support fee earner requirements where necessary.
• Supporting workflow processes including booking work and negotiating deadlines as required and working collaboratively with workflow co-ordinator roles across locations.

Team support and development

• Proactively providing support to other Document Specialists across the global network to ensure that peaks and troughs of demand are managed.
• Supporting team quality check processes as well as checking own work.

Key requirements

Must have previous document production experience in a legal environment or advanced Microsoft Word skills in a document production role in other sectors. Must possess the confidence and motivation to challenge and improve the way that work is done.

Technical Skills:

• Advanced level of skill in all MS Office packages
• Proven problem solving and trouble shooting skills
• Flexible and proactive approach
• Committed to personal development

Personal skills and attributes:

• Proven ability to work well in teams and with stakeholders at every level
• Proven resilience and the ability to remain calm under pressure
• Strong communication skills both written and oral
• An inherent drive for professional and personal development
• A positive and enthusiastic attitude
• Proven independence and maturity in decision making
• Experience of working in an environment with a focus on continuous improvement
• Foreign language speakers are desirable

Freshfields Overview

Freshfields is a major international law firm, providing business law advice of the highest quality. We want to be the law firm that clients turn to for legal advice where it most matters, wherever in the world that may be. The Firm has over 2,400 lawyers in 28 offices around the world, providing a comprehensive service to national and multinational corporations, financial institutions and governments.

Our people make our firm - we are a people business and want to create a welcoming and supportive environment where all can flourish. We see diversity as a strength which creates fresh perspectives and generates new ideas. We enjoy our work and are determined to do an outstanding job. We deliver best when working in teams. Our culture is a product of the combined mindsets and behaviours of our people which is through the Being Freshfields principles, outlined below:

• we show respect to everyone
• we are there for one another
• we are open with each other
• we are positive role models

We think and work globally - we don’t just say we are one firm; we act like one firm right across the world. We work wherever our clients need us. This is how we define ourselves, not by reference to where we have offices. Cross-border work isn’t just what we do, it is what we excel at. We understand what it really takes to work across different legal systems and commercial environments and to bridge language and cultural gaps.

We aim to add value in everything we do - we are passionate about helping our clients succeed. We use our experience and creativity to help clients make judgements and achieve their goals. In everything we do, we seek to make a real difference to the communities in which we operate.

Freshfields is committed to promoting equality and diversity and to developing a culture that values differences, recognising that employees from a variety of backgrounds make important and positive contributions to our business and how we service our clients.

Inclusion

Freshfields is an equal opportunities employer and all applications received by the firm will be considered by the firm on the basis of their merit alone and we welcome applications from all suitably qualified individuals regardless of background. All offers of employment will be conditional on the candidate having/securing the right to work in the UK and providing the firm with evidence of that right (as required by the Immigration, Asylum and Nationality Act 2006) prior to employment commencing.

Freshfields is a Ban the Box employer. We ask applicants to disclose criminal convictions only when a conditional job offer is made. A conviction does not automatically lead to withdrawal of the offer: we make decisions on a case by case basis and take a number of factors into account (eg the role you are applying for and the circumstances of the offence). You would have the opportunity to discuss the matter with us before we make a decision.