Document Production Coordinator

Job Description

The Workflow Coordinator role will form part of the Firms secretarial team providing support to all legal and non-legal departments and practice areas.ResponsibilitiesAs a Workflow Coordinator you will be required to be a role model within the team. In the absence of the Team Leader you will be one of the main points of contact for both team members and customers.Operational

• Have a an excellent understanding of all packages used within DPU and to keep own skillset up to date by attending training sessions that is necessary when upgrades or changes have taken place.
• All requests received will be reviewed by the Workflow Coordinator, before accepting the deadline provided.
• If it is thought a deadline cannot be achieved when assessing a request, the service user must be notified immediately and advised of an expected time for completion. They must be asked to confirm that this deadline is acceptable.
• Work must be added to Service Now with a deadline in advance of that given, to ensure these are picked up by team members with enough time remaining to complete to request.
• The Workflow Coordinator should be aware at all times to ensure that team members are meeting deadlines and recognising if there are any possible issues.
• Any relevant/specific instructions to complete the request are to be added by the Workflow Coordinator during assessment.
• To provide Team Leader with any information you feel necessary whereby training needs may be needed within the team.In addition provide feedback for any probationary reviews which you feel may be relevant to newer members of the team.

Allocation of Work

• Work allocation should be done fairly, and to ensure individuals are provided with enough time to meet their given deadlines.
• The Workflow Coordinator should prioritise work allocation and should only complete requests when necessary to assist the team.
• Being mindful when allocating work to self, ensuring the deadline is longer to allow time for completion due to interruptions possibly taking place.

Handovers

• Allocation of work to evening shift before their start time in readiness for them logging on.
• A full detailed email handover is provided to the evening Workflow Coordinator which include:

o List of job allocation to evening team members along with Service Now number;o Listing jobs with urgent deadlines to bring to workflow coordinators attention;o Ensuring all deadlines can be met accordingly.

• If any requests are identified/flagged as nearing deadline, work should be allocated as soon as possible to ensure the deadline is achieved. Any concerns in achieving the deadline should be discussed with the service user immediately and a new deadlinenegotiated where possible.

Key Skills & ExperienceTechnical Skills

• Advanced Word/Office skills are essential for this role as is the ability to produce, format and work with complex and lengthy documents and agreements
• MOS Word and PowerPoint desirable, but successful candidate would be expected to achieve this standard following training
• Fast accurate typing skills (minimum 70 wpm)
• Intermediate Excel skills

Skills/Experience

• Proven experience within a supervisory/line management position is essential for this role
• Constant positive attitude and ability to always take a proactive approach to tasks and situations
• Professional, intelligent and an excellent communicator
• Ability to build relationships with client base to uncover real needs and increase efficiency
• Proven ability to plan and manage own workload and prioritise work calmly and effectively in a pressurised environment
• Naturally organised, constantly striving to improve processes and increase efficiency
• Critical eye for detail

Keyskills :
Document ManagementManagementOrganisational SkillsTask ManagementMS Office