Operator, Document Processing Center (“Docpro”)

Reference # ODPC_-_03-07-19
Open Date March 7, 2019
Location Calgary

Legal Support Services Vision

Create a high-performing, highly-motivated, cohesive and integrated national legal support services team that leads and provides strategic advice and relevant practical support to contribute to the Firm’s strategy.

Purpose of Role

The Operator, Document Production’s role is to provide Legal professionals, Business Services and Legal Services Support members with a seamless, professional, accurate and efficient document production service. The Operator will be familiar with all software packages required to produce the firm’s documents, including Word, PowerPoint, Excel and Outlook. The Operator will be required to advise on document layout and reformatting options and will also manage the firm’s precedent bank to ensure all documents are maintained in the firm’s style and are consistently updated upon instruction from the legal departments. The Document Processing Team will take an active interest in the workload and requirements of each department and will provide flexible services to ensure deadlines are consistently met.

Key Responsibilities

Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our Respectful Workplace Policy, and treating everyone with respect, regardless of position.

The Operator, Document Production, is responsible for all that concerns the production of documents to meet the service user’s requirements. The Operator, Document Production is responsible for meeting the responsibilities of the role.

The key responsibilities of this role include:

Document Production

  • Producing, formatting and amending correspondence, documents, reports, attachments etc. from a variety of sources, in house style and in line with the firm’s specific systems/procedures
  • Producing and amending PowerPoint presentations, organizational charts, mail merges, Excel spreadsheets and graphs
  • Effectively using systems to prioritize and complete incoming work
  • Proof reading and checking documents to ensure they are correct, in line with house style and, where applicable, attachments have been highlighted to service users
  • Liaising with service users in relation to document production
  • Keeping service users updated on the progress of their work
  • Ensuring documents are produced within the required timeline and to the highest standards
  • Monitoring and logging in all incoming work requests
  • Working to define Service Level under the instruction of the Team Lead for DocPro services
  • Supporting and helping other team members by sharing system knowledge and ensuring own’s and others’ skills are developed
  • Assist fellow Operators locally and nationally with workload as required
  • Assist with Helpline Software Support inquiries

Other duties and responsibilities

  • Liaising with service users on their work requirements
  • Regularly checking workloads within the centre and assisting/reprioritizing whenever possible to avoid backlogs of work
  • Assisting others whenever there is spare time or it is evident that a colleague needs assistance with their workload
  • Ensuring service levels are maintained in the team throughout all schedules
  • Working effectively with other legal and support groups as required
  • Participating in regular scheduled training sessions to maintain optimum systems knowledge
  • Any other duties as reasonably requested by DocPro Team Leads

Key Competencies Required

An Operator, Document Production Operator has the responsibility to ensure their skills set is up to date and that they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Operator, Document Production Operator is able to carry out their role effectively and, where appropriate, discuss any training requirements with the DocPro Team Leads. The basic skill set to be achieved by each individual is as follows:

  • Accurate typing speed of at least 60 words per minute
  • Knowledge of legal terminology and legal documents
  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, Visio and any other core systems implemented by the firm
  • Ability to strip document formatting and reformat in house style
  • Ability to repair problem documents either on one’s own or with support from IT
  • Strong dictation transcription skills
  • Excellent multi-tasking skills
  • Excellent communication and team skills
  • Excellent attention to detail
  • Flexible and dependable
  • Able to take the initiative
  • Ability to work independently and with minimal supervision
  • Strong organizational and time management skills
  • Able to remain calm under pressure and work under tight deadlines
  • Conscientious, approachable and enthusiastic
  • Able to quickly build confidence, respect and trust with others

Application

We thank all applicants for their interest in this position, however, only applicants selected for an interview will be contacted.

BLG will not consider unsolicited resumes from recruitment agencies. Recruitment agencies should not submit candidates unless specifically authorized by BLG to do so.

Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our respectful workplace policies, and treating everyone with respect, regardless of position. At BLG, valuing diversity and inclusion is key to a respectful workplace.

BLG is committed to fostering a diverse and inclusive workplace. We welcome and encourage applications from diverse candidates, including people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

* Please note that relatives of current BLG employees and Partners are not eligible for consideration.

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