Document Production Team Leader

Company: Shakespeare Martineau
Closing date: 29/02/2024
Term: Permanent
Working hours: Full-time
Team: Managed Central Services
Location: Birmingham
Let us introduce ourselves…

It’s the people at Shakespeare Martineau that make us so special. By understanding what our people want, giving them the support they need, recognising everyone’s contribution and realising the unique power of teams, together we win.   As a firm we are focused on proactively building and developing diverse teams, bringing different backgrounds, personalities and perspectives together. We play to our strengths, pushing ourselves to be consistently better than yesterday and deliver amazing solutions for our clients. We empower our teams with a high degree of individual responsibility; we self-manage and encourage everyone to be responsible for their own learning, knowing it makes us even better at what we do!    

We believe in trusting our people to make the right decisions for themselves, from when and where you work, to how you dress; we focus on outputs.  

Want to find more about our amazing benefits?

The opportunity

This is a hands-on role working closely with the Central Services Manager, responsible for the consistent operational delivery of document production and transcriptions services across the group, ensuring all work is completed efficiently to the highest standard with defined timescales.


Role Purpose

As a Document Production Team Leader you will have line management responsibility for the Document Production assistants, carrying out regular check in conversations and team meetings and ensuring up to date training and operating processes are in place.
To act as the first point of contact for clients, co-ordinating the flow of work coming into the department and ensuring work is delegated to team members effectively. It is expected that the breakdown of the role is approximately 25% performing supervisory/administration duties with the remaining time operating as a document specialist.


Key Accountabilities

  • Managing workloads effectively, monitoring volumes and priorities, liaising with the requestors as appropriate
  • Maintaining Service Level Agreement and reporting metrics around client satisfaction of service
  • Evaluating and developing the working practices within the team ensuring these are in line with the firm’s requirements and best practice is adopted to improve efficiencies. Continually promoting the services across the group.
  • Working hands on as part of the team producing and amending business critical documents with speed and accuracy, to include pleadings, reports, cost spreadsheets, organisational charts, and PowerPoint presentations
  • Creating, editing, and reformatting all correspondence and documents in line with the group’s precedents and templates
  • Proof reading and checking all work for spelling, grammar, formatting, presentation, and sense, including that generated by speech recognition systems
  • Proactively working with other members of the team to ensure relevant documentation is produced to meet internal and external client’s expectations and deadlines
  • Carrying out regular check in conversations with team members to ensure development and training needs are met
  • To work operationally as part of the team and lead by example both in terms of behaviour and quality of service outputs
  • Provide expert assistance to the group in relation to resolving problems
  • Proactively clarifying instructions with legal departments should they be unclear or if deadlines are not made explicit
  • Showing initiative when responding to queries and actively trying to seek solutions to problems
  • To be flexible in meeting the needs of the team and the business e.g. shift changes to accommodate the firms and document production team’s needs
  • Any other duties as required, commensurate with the level of the post


Person specification

  • Grit; determination to see things through, overcoming blockers to deliver great results
  • Collaborates with their peers to enable better business results
  • Acts as an ambassador for our IOS –living and breathing our SEATA ethos (simple, empowered, accountable, transparent and agile)
  • Exceptional at driving team performance and building their reputation across the group
  • Thrives in an agile environment –able to make things happen
  • Grasps concepts quickly
  • Excellent interpersonal skills
  • Organised, structured, articulate, and calm
  • Role models collaboration and facilitates this in others at all levels

Skills and experience you will have

  • Experience of managing a document production team and services
  • Demonstrable experience of problem solving as well as building and development of relationships with clients and peer groups
  • Efficient and accurate audio typing skills with a minimum of 65 wpm
  • Excellent attention to detail with a keen eye for presentation
  • Previous experience of working in a similar environment is essential
  • In depth knowledge of Microsoft Office (Word, Excel, PowerPoint, and Visio) as well as knowledge of PDF editing software and tools and techniques
  • Experience of using a document management/case management system
  • Effective communicator, able to build and maintain professional relationships with colleagues
  • Excellent organisational and prioritising skills with the ability to work under pressure and meet deadlines
  • Excellent team player, sharing in team goals to provide excellent quality and efficiency of service
  • A proactive, professional, and flexible approach to work


Key Competencies you will need

  • Professional presentation, excellent communication skills and strong attention to detail
  • A willingness to learn and a passion to provide solution focused service every time
  • High degree of drive, self-motivation, and energy. A “can do” attitude, able to make things happen
  • Always committed to delivering excellent levels of service to internal clients
  • Willingness to be flexible, performing responsibilities not identified in this job description and assuming responsibilities as the group’s needs change
  • Completer/finisher with a strong focus on getting things done
  • Be a team player and want to make a difference


How we work

We embrace agile working and offer a blended approach to where and how we work.

We appreciate that people have different needs and preferences and we’re keen to be flexible, after all, we value what you do, not where you do it.

We have hubs in Birmingham, Bristol, Edinburgh, Leicester, London, Lincoln, Milton Keynes, Nottingham, Solihull, Stratford-upon-Avon and Sheffield. This role will be predominantly home based with travel as required into Birmingham or one of our other West Midlands hubs 

Additional information

Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found here.


Equal opportunities

Shakespeare Martineau is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.