Ref
43
Department
Secretary and Office Support
Location
South Africa - Cape Town
Employment type
Full-time
Salary
Market Related
Closing date
01/03/2024
Description

Exigent is transforming the way legal services are offered by leveraging the power of technology and data that’s locked in contracts and processes. But the data is the cornerstone; it is the people of Exigent that bring this vision to life. We combine the best of tech with the smartest legal and financial brains to cultivate a revolution in the legal industry. Intelligent thinking underpins all our solutions — from contract management to business analytics tools and legal services.

Come and learn more about the Exigent family and how we are re-imagining, transforming and revolutionizing the legal industry through technology, AI and data https://www.exigent-group.com/

Exigent is a leading alternative legal solutions provider to large corporates and law firms around the globe.

To provide high quality, comprehensive proofreading/copy-editing services to our client on a 24-hour, global basis.

 

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 leads 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 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 on-going 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.
  • Highlighting 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.