Document Specialist
Job Description
We have an exciting opportunity for a Document Specialist to join our Document Production team, based in A&O Shearman's Belfast office.
Document Services team - Belfast
Document Services consists of the following teams: The Bridge, Document Production, Document Checking, Central Records, Central Scanning and E-Bibles, Practice Support, Office Assistants, and the Print Room.
The Document Production team work on and oversee high quality documents in accordance with the needs of the department's clients, including creating and amending documents, pdf to word conversions, comparisons, MSOffice based marketing collaterals and health checks.
What you will do
- Amend, format and produce a wide range of complex legal and business documents in Microsoft Word, ensuring compliance with house style standards and client requirements.
- Create, maintain and update branded templates, brochures, flyers and other document assets in line with corporate branding guidelines.
- Design and produce professional tables, flowcharts, organisational charts, diagrams and other visual content to a high standard.
- Conduct comprehensive document reviews to ensure consistency, accuracy, formatting integrity and adherence to quality standards.
- Perform document health checks and troubleshoot formatting, structural and technical issues across Microsoft Word, Excel and PowerPoint documents.
- Utilise specialist software to produce accurate document comparisons.
- Diagnose and resolve textual, graphic and software-related issues using document repair and cleaning tools, including DocXTools and similar applications.
- Create, edit and manage PDF documents using Adobe Acrobat and other relevant software.
- Act as a subject matter expert on document formatting, templates, styles and best practice, promoting adherence to house style standards across the firm.
- Build and maintain effective working relationships with Business Services teams, supplier partners and stakeholders across multiple jurisdictions and locations.
- Establish and maintain trusted relationships with internal and external clients through the delivery of high-quality, responsive services.
- Manage workload effectively, ensuring priorities are met, deadlines achieved and accurate handovers provided to colleagues where required.
- Interpret and implement client instructions accurately, proactively seeking clarification where necessary while following departmental procedures and controls.
- Undertake additional duties consistent with the role and departmental requirements to support the delivery of high-quality documentation and client service.
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Due to business requirements, we have the following shift patterns available:
Pattern 1: Monday to Friday, 9:00am - 5:30pm; or
Pattern 2: Sunday to Thursday, 9:00am - 5:30pm, with a premium hours payment included as part of the overall compensation package.
What you will have
- Advanced use of MS Word (styles, tables of contents, macros, tracked changes)
- Proficiency in Excel, PowerPoint, and Adobe Acrobat
- Experience of using document management systems, with the ability to learn new systems quickly
- Eye for detail and experience of working on complex technical documents
- Experience of working in a professional services environment
- Excellent communication skills
- Commitment to delivering a high standard of client service, with the ability to react quickly and appropriately to changes in client and business needs.
What we can offer you
We recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, mental health resources and free apps, health and wellbeing services encompassing GP service, emergency back-up care support, parental and special leave, online discounts and lifestyle management services.
We recognise the value of flexible working and embrace hybrid working, allowing our people to work from home up to 40% of their working time. We do, however, remain committed to working together in person for the remaining 60% of time so that we can learn, grow and succeed together.
Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.
We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.
About A&O Shearman
A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world's most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.
We offer exceptional opportunities for our people; opportunities to work for the world's leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.
Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.
What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.
NO AGENCIES PLEASE - A&O Shearman does not accept unsolicited CVs. For further information, please see our UK Recruitment Agency Policy and our commitment to direct sourcing