Document Solutions Assistant x2
Job title
Document Solutions Assistant x2
Department
Legal Services
Interview Details
Interviews will take place in person at our offices on Tuesday 25 March 2025.
Our Purpose
To forge long-term relationships that have a positive impact on our people, our clients, our business partners, and our community.
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 Solutions Assistant will perform essential operational support 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 Solutions 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
In line with policies and procedures key responsibilities include:
Filing
- Return or add documents to existing client files
- Work with our system(s) called NetDocs and/or Visual Files system to log and record documents
- Handle and manage closed files as requested
- Process and organise key documents
- Understanding and processing wills and other principle documents
- Sort and distribute incoming mail, manage outgoing mail, and oversee courier deliveries
- Track and record all special mail and courier items
- Coordinate delivery and collection schedules with courier services
Reprographics/Scanning
- Maintain and troubleshoot office equipment, ensuring smooth operation
- Follow stock and consumable procedures and replenish supplies as needed
- Prioritise jobs and meet deadlines for copying and scanning tasks
- Provide photocopying and scanning services in accordance with requirements
Administrative
- Collect and accurately input relevant information into systems
- Handle enquires promptly and professionally
- Accept and manage work request, notifying lawyers of estimated completion time as appropriate
Person Specification
- Strong communication, organisational and teamwork skills
- Good attention to detail with a high level of accuracy
- Reliable and proactive, able to handle multiple tasks
- Calm under pressure, with the ability to work to tight deadlines
- Approachable and dependable with a positive attitude
- Capable of building rapport and trust in professional relationships.
Technical Knowledge
- Knowledge of Microsoft Word, Outlook, Excel, PowerPoint
What You Need to Know
We 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.
Equal Opportunities
As charter signatories to The Law Society’s Diversity and Inclusion Charter, Higgs are committed to developing a diverse business by engaging with the widest pool of talent. We recognise this is an ongoing journey and regularly monitor our figures which can be viewed here.
People Driven. Legal Excellence.
