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Exigent Group Limited is a global legal services outsourcing organization, providing advice and delivering a range of legal services, contract management solutions and business analytical tools aimed at reducing risk, improving compliance and driving process and cost efficiencies for clients in the US, Canada, UK, Australia and South Africa. Founded in 2003...
The OLA Team
OLA is a successful and established team of high-level legal secretaries who, through the last decade proven to be invaluable in supportingprofessionals and corporates around the world in producing high level Legal and Business documentation.
In joining this energetic and intuitive family you will be developed and coached into understanding the professional legal world and, how in using technology and expertise, Exigent is able to deliver meaningful change and partner with our clients in being the difference between reaching and exceeding goals.
Responsibilities:
Technical Skills
Check accuracy of amendments made to documents
Fully read documents against supplied drafts to ensure accuracy, sense, internal consistency and appropriate use of house/client style
Perform text to text comparisons of documents, marking changes through method requested by service user
Read documents for typos, grammar, sense, consistency where no draft supplied, applying copy-editing skills where necessary
Perform any other services as may be requested by service users and agreed by team leader – e.g. definition checks, cross-ref checks
Use available technology (Word - including in-house toolbar - macros, Adobe Acrobat) to maximise efficiency on tasks
Read through complex legal documentation to ensure that there are no errant typos, that no grammatical errors and cumbersome legal language lead to any oversight or discrepancy within the document, that all cross-references are accurate and functional, and that all definitions have been accurately used, explained and implemented in order to ensure the highest standard of accuracy with regards to the quality of work being produced
Work Coordination
Be flexible in daily tasks in order to meet the needs of the team and business
Read and comprehend instructions and query with the client immediately upon receipt where these are unclear
Ensure all work is correctly processed and recorded via Workflow and that team members are alerted to any discrepancies in recording on their job cards
Ensure that appropriate comments are inserted in job cards for ratios higher than 10:1
Deal with administration associated with documents worked on
Undertake additional duties (e.g. faxing documents, photocopying, scanning and transmission of documents, answering the telephone, updating workflow management system etc.) when required
Communication
Ensure all work is returned to the client in a professional and timely manner, alerting clients of any problems or late delivery
Notify client (at least 1 hour before deadline) when work will take longer than anticipated, or if struggling with a particular piece of work, keep the client informed as to progress and update Workflow immediately
Provide timely and constructive feedback on any work
Notify Client Service Manager of any ongoing performance issues with individual team members
Ensure that all communication is documented and communicated where necessary with other shifts/client
Ensure that timesheet is entered daily on Simply Personnel
Communicate professionally at all levels
Client Management
Be proactive in making suggestions to the Client Service Manager regarding improvements that could be made to work methods or processes to improve client service
Any task that Management reasonably requests of you
Targets
Accounting for at least 95% of all available time.
Achieving at least 85% chargeable time.
Achieving at least 80% productivity time.
Having no more than 5% absence levels.
<1 unsatisfactory rating from clients
Ensuring quality of work is consistently high in line with standards set by both the Client Service Manager and Training Co-ordinator.
Training
Applying feedback and training received to ensure standards are adhered to.
Highlight any training needs to the Client Service Manager (Productivity and Performance Client Service Manager in the first instance) to ensure appropriate training is given to the team.
To apply oneself accordingly and adhere to the principles and timelines as outlined in both the Training Schedule and the Training Programme (see attached).
Requirements
Excellent interpersonal and communication skills (oral and written).
Ability to apply common sense understanding when carrying out instructions furnished orally or in writing.
Excellent knowledge of MS Office.
Ability to remain objective, calm and professional at all times.
Capable of working autonomously but also operating within a team environment.
Ability to work to tight deadlines and to be able to prioritise where necessary.
Previous client service experience preferable.
Capable of creative and innovative thinking to find effective solutions and ways of meeting client expectations relating to document production.
Capable, when necessary, of working unsupervised and making sound decisions on level of intervention in document content/style.
To work closely with fellow team members to achieve consistency of approach and effective use of resources, taking the lead where necessary.
Adhere to departmental practice at all times.
Benefits
Global organisation and client base with plenty of growth opportunities. Great learning and knowledge imparted. Positive and energetic environment.
Should you apply and not be contacted within 2 weeks please note that your application was unsuccessful. We do however encourage you to continue to apply for future opportunities, as we are an ever growing and evolving company.
The Role of a Document Specialist
The role itself relies on the creation and administration of varied complex business and legal documents with detail and accuracy. Our clients rely on our expertise to deliver impactful administration support within strict times frames, for them to deliver on their promises to clients.
Duties:
Understand and adhere to client’s styles and processes for returning work
Effectively and positively communicates with the client to manage deadlines as necessary and to confirm instructions
Be proactive in identifying opportunities to develop the service to clients and highlight these to the Client Service Manager and head of the department
Attend to company compliance activities – filing annual returns
Proofreading material and researching activities
Transcribing legal matters
Formatting complex legal documents
Attend and makes use of all training offered by Exigent and clients
Accurately record all time within the Exigent workflow and HR systems
Adhere to all client and Exigent security protocols
Requirements
Must be able to type 45 words a minute
Must be able to format and arrange complex documents in various templates
Must be able to deliver quality work in the tight time frame
Experience in audio transcription
Benefits
This role offers great growth, training, challenge as well as a positive energetic environment with exposure to international markets and clients.
Should you apply and not be contacted within 2 weeks please note that your application was unsuccessful. We do however encourage you to continue to apply for future opportunities, as we are an ever growing and evolving company.
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