Documents Solutions Assistant

Higgs; Brierley Hill; Hybrid; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Hybrid working

Job summary

Higgs LLP is seeking a Document Solution Assistant to support filing, archive management, mail delivery, copying and scanning, and general admin duties across the firm. You will maintain client and matter information securely, handle enquiries promptly, and coordinate with couriers and messengers to ensure timely processing.

A keen eye for detail and discretion are essential in this role, which supports our lawyers and staff daily.

Qualifications

• Collect and accurately input information; handle enquiries promptly.
• Communicates effectively and professionally through email, telephone, and face-to-face interactions with colleagues and clients.
• Acts with integrity and discretion, recognising the importance of confidentiality when managing personal, client, or firm information.
• Experience in taking ownership of tasks with responsible time management, attention to detail and professional responsibility.

Responsibilities

• Filing and Mail: Manage client files using case management systems; maintain file standards and handle closed files.
• Process wills and key documents; ensure accurate logging and document handling.
• Sort and manage incoming/outgoing mail.
• Coordinate delivery and collection times with couriers and messeng e.

Skills

Data entry

Communication

Confidentiality

Time management

Attention to detail

Job description

To forge long-term relationships that have a positive impact on our people, our clients, our business partners, and our communities.

Our Commitment to Our People

We do not think there is a magic formula to the Higgs culture. The key is to listen to and respect our people. If we take care of our people and our people take care of our clients, then everything we want as a firm will take care of itself. We are friendly and open to new ideas.

Our Core Values

Higgs core values are “CLEAR” – Care, Legacy, Excellence, Authenticity, Relationships

Role Purpose

The Document Solution Assistant will perform all support operations including filing, archive management, sending and delivery of fax documents, processing and delivery of all incoming and outgoing mail/messenger and courier items, copying and scanning, and completing general administrative duties as required.

The Document Solution Assistant remains accountable for establishing and maintaining an ongoing service-based relationship with all departments and will be able to recognise the needs and expectations of the Firm’s lawyers, translating these into a responsive service.

Key Responsibilities

Filing and Mail

• Manage client files using case management systems; maintain file standards and handle closed files
• Process wills and key documents; ensure accurate logging and document handling
• Sort and manage incoming/outgoing mail
• Coordinate delivery and collection times with couriers and messenge

Reprographics/Scanning

• Maintain and troubleshoot equipment; manage stock and refill copier consumables
• Prioritise and complete photocopying/scanning tasks to meet deadlines

Administrative

• Collect and accurately input information; handle enquiries promptly Accept work requests and communicate estimated completion times to lawyers
• Acts with integrity and discretion, recognising the importance of confidentiality when managing personal, client, or firm information (A/I)
• Ability to accurately record, organise, and maintain client and matter information using appropriate systems, ensuring information is accessible, secure, and supports the team efficiency (A/I)
• Communicates with clarity, sharing ideas appropriately, listening actively, and contributing to discussions that support effective decision-making and continuous improvement. (A/I)
• Experience in taking ownership of tasks with responsible time management, attention to detail and professional responsibility. (A/I)
• Brings a positive attitude and proactive approach to your role, helping to foster a respectful and inclusive workplace. (A/I)
• Able to demonstrate awareness of our purpose and how the role contributes to wider goals. (I)
• May have experience working in a professional or client facing environment. (A)
• Ability to complete accurate data entry and maintain effective record-keeping to support service delivery (essential). (A/I)
• Communicates effectively and professionally through email, telephone, and face-to-face interactions with colleagues and clients (essential). (A/I/T)

Higgs offers hybrid working wherever possible. Our Higgs’ Best FIT (flexible, inclusive, together) principles are designed to ensure that people can complete their best work from the most appropriate location. If you are looking to work flexibly then let us know and we will do what we can to accommodate your request.

We also encourage a ‘dress for your diary’ approach which means dressing in a manner appropriate for your schedule or the specific appointments you have on any given day.

Higgs LLP is proud to be a signatory of The Law Society’s Diversity, Inclusion Charter and a Disability Confident Committed Employer. These commitments reflect our dedication to building a workplace that is inclusive, accessible, and welcoming to all. We actively encourage applications from individuals of all backgrounds, experiences, and identities.

As part of our Disability Confident commitment, we offer a guaranteed interview to disabled applicants who meet the essential criteria for the role and choose to opt into the Disability Confident Interview Scheme.

We are also committed to ensuring that all applicants can fully participate in the recruitment process. If you require any reasonable adjustments, please let us know by contacting us at [e-mail].

We recognise that inclusion is an ongoing journey, and we regularly review and publish our diversity data, which can be accessed here