The role:

We are looking for a remote Document Management Centre Supervisor to join our team. The shift pattern for this role will be between 11:30 and 19:30 Monday to Friday (flexibility required).

The successful candidate will provide proactive and professional support for all practice and business services groups across the firm including (but not limited to) audio/digital dictation typing, copy typing, amending/formatting large and complex documents, producing comparison documentation, Word/PDF conversion and manipulation plus the preparation of diagrams, slides, spreadsheets and other ad hoc requests as required.

What will you do:

People Supervision and Development:

• Monitor and manage group absence, ensuring compliance with group rules and leave policy, ensuring maintenance of TeamSeer for all absence.
• Monitor sickness issues and undertake informal return to work interviews after short term incidental sickness, escalating to the Secretarial Manager as required.
• To provide detailed performance review feedback on the secretarial team to the Secretarial Manager using the Firm's competencies as reference; providing informed input in preparation for the Performance Development Review meetings and attending the review meetings.
• To mediate and resolve any minor issues between Partners, fee-earners and secretaries.
• Bring to the attention of the Secretarial Manager any performance issues in the secretarial team.
• Monitor learning and development needs of the team members and suggest actions to the Secretarial Manager.
• Assist the Secretarial Manager in the recruitment of new secretaries and TAs.
• Regularly liaise and work collaboratively with other Co-ordinators to build relationships and leverage support across all groups.

Document Management:

• Managing production of large documents (produced in-house and externally) during the negotiation of a transaction, coordinating changes made to those documents by the legal team and client teams including taking responsibility for the consistency of those documents throughout the transaction.
• Managing audio typing, producing documents/letters/e-mails and memos as necessary.
• Managing PowerPoint presentations, diagrams and charts.
• Managing Marketing & Business Development templates, including bids, flyers, legal updates, team booklets and team sheets.

All Operators will be jointly responsible for:

• Reviewing internal client requests, assessing project requirements and allocating tasks according to skillset within the team.
• Coordination/prioritisation of the team's workload in accordance with client deadlines and urgency of work including monitoring project status and intervening as necessary to reprioritise jobs.

What we are looking for:

• Excellent English language and grammar skills gained in legal environment.
• Advanced document production skills to include accurate typing, spelling, grammar and proof reading.
• Advanced Word skills; such as styles, cross referencing, tracked changes, table of contents, etc.
• Advanced knowledge of PowerPoint: embedding files, animations, transitions, etc.
• Advanced knowledge of Excel: formula, pivot tables, charts, conditional formatting, etc.
• Advanced knowledge of PDF conversion and comparison software.
• Advanced knowledge of automatic numbering and house styles.
• Good knowledge of Outlook.
• To be able to use the OCR equipment and to convert documents to the relevant software.
• Digital document processing functions, Adobe Acrobat 5.0 upwards.
• Experience of document management system known as FileSite.

Here at Simmons & Simmons:

We believe our people define us. Our working environment is genuinely collegiate with a supportive atmosphere and team ethos - we have a reputation for being a friendly culture which we are very proud of. An inclusive and diverse culture, our innovative approach and being truly international are just a few more things that make us, us.

• Competitive Offer Package including bonus's dependant on role/level, private medical insurance & pension contribution to name a few.
• Dress 'for your day' Code.
• Hybrid working approach of 2 days a week required in the office with flexibility dependant on role/team/client demands.
• A wide range of international offices including: Hong Kong; Dubai; Tokyo; Dublin; Milan; Bristol; Madrid; Singapore.
• All offices have their own artwork collections - with a Damien Hurst and a Tracey Emin in the London office. We have a long standing history in supporting the art community especially up and coming artists.
• The creation of Simmons & Simmons Solutions - bringing together the best legal advice from our established legal teams with non-traditional capabilities that enhance, expand and differentiate the Simmons offering.
• We were ranked as a Times Top 50 Employer for Women and Top 30 Employer for Working Families in 2020.
• We have Social and Sport Committees contributing to Xmas & Summer parties, end of month social and various sporting events.
• We also have a range of Diversity Network Groups including LGBT+, Emerge (Race & Ethnicity) and The Number One Club (Women's network) who have organised various talks and events firmwide.

If you are interested in finding out more about this position then please contact the Recruitment Team with any questions. To apply for the role please click on the link at the bottom of the page/visit the career pages on our website, where there is also a detailed job description.