Document Solutions Assistant
Job title
Document Solutions Assistant
Department
Legal Services
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 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 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 NetDocs and/or Visual Files system to log and record documents
- Handle and administer closed files as requested
- Filing and file housekeeping
- Understanding and processing wills and other principle documents
- Sort and distribute incoming, sort and stamp outgoing mail
- Record all incoming/outgoing special mail, messenger and courier companies
- Arrange all deliveries and collection times with mail, messenger and courier companies
Reprographics/Scanning
- Maintain equipment to a good working order and troubleshoot problems, place service calls when needed
- Follow all stock and consumable procedures. Replenish copiers with all consumables
- Prioritise jobs and run them to meet requirements and deadlines
- Provide photocopying and scanning as per instructions
Administrative
- Collect and accurately input relevant information
- Deal with any enquires in a prompt and efficient manner
- Accept requests for work, notifying lawyers of estimated completion time as appropriate
Person Specification
- Good communication, organisational and team skills
- Good attention to detail
- Flexible and dependable, able to take the initiative
- Able to remain calm under pressure and work to tight deadlines
- Conscientious, approachable and enthusiastic
- Able to quickly build confidence, respect and trust with others
Technical Knowledge
- Working knowledge of Microsoft Word, Outlook, Excel, PowerPoint
What You Need to Know
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 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.
