Document Production Administrator

The role

The purpose of this role is to provide dedicated administrative support to the Document Production (DP) function within Global Business Support (GBS), and at times, across the other departments within GBS as required. Adjustments to working hours may be expected upon reasonable request.

What you will do

The key administrative assistance and support will include but not restricted to:

• Preparing weekly, monthly and on an ad-hoc basis, documentation to support data review requirements, including support the GBS Administrator with Monthly Information Reports, GBS Financial breakdowns, PBi dashboards (with provided training as deemed fit) and reports following data output from ServiceNow (SNOW).
• Tracking of and updating on a regular basis the GBS FTE and Travel Tracker on behalf of the GBS DP Management team, and wider across GBS as required.
• Assisting the GBS Team Leads with scheduling where appropriate and taking ownership of the automated Hols and Abs document for the GBS DP team, ensuring accuracy and timely updates. Providing feedback to the DP Management team and GBS Administrator on user performance as required.
• Assisting the GBS Administrator with collating relevant data across teams and collating ahead of monthly reports, including Overtime, Sickness and SNOW timesheet reviews.
• Updating Shift Timecards on SNOW as directed by DP Management and Team Leads as required.
• Ownership of drafting regular newsletter and/or updates for the GBS DP team as instructed by the DP Management team.
• Ensure regular reviews and updates of the GBS DP tipsheet and self-help reference guides, supporting the GBS Administrator with its review.
• Assist the GBS DP Management and Team Lead team with tracking of Overtime, TOIL and Work from Home requests.
• Assisting the DP Management team with the onboarding of new joiners, including new joiner packs are updated and circulated.
• When requested and where appropriate, assisting with SNOW changes to timecards when errors have been made at operator level.
• Assisting the GBS DP Team Leads with tracking of new joiner training, and once live on shift, updating rotational support across all shifts, tracking progress to ensure we meet targets. Updating the DP Management team with progress as required.
• Assisting the GBS DP Management team with the tracking of constructive feedback via the feedback form, and responses to clients, timely follow-up, and review internally to ensure lessons learnt relayed to the whole DP team, supporting Business Partnering.
• Assisting the DP Management team with the coordination of calendar invites as required.
• Coordinating travel arrangements for the GBS DP team as required, including research, booking, and related logistical support. Including visa processing. Extending this support across GBS as required.
• Manage end-of end processing of expenses as required for the GBS DP team members. Extending this support across GBS as required.
• Undertake any ad hoc duties as requested by the DP Management team, including the Senior DP & Translations Manager.
   

Your experience

You will have:

• High customer focus.
• Ability to prioritise and work under pressure to tight deadlines.
• Excellent communication and interpersonal skills.
• Possess a critical eye in terms of accuracy.
• Good written English and proofing skills.
• Approachable, helpful, and adaptable in a dynamic team environment.
• Makes sound decisions based on available information or guidance.
• Proactively identifies opportunities to improve service quality based on feedback.
• Demonstrates resilience and the ability to manage competing deadlines under pressure.
• Quick learner with a proactive, results-driven mindset.
• Able to manage workload independently and as part of a team.
• Bachelor’s degree required from a reputed institute.
• 2+ years of experience, preferably in a multinational organisation with cross-cultural exposure.
• Up-to-date experience of Microsoft Word, PowerPoint, and Excel to MS Office 365 Associate level
• A degree of flexibility is desirable.

How we will support you

From your first day with us, you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.
 

Equal Opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society. 

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm.

Find out more about our inclusive culture here