Team Lead-M-Files

Job description

Document Management Team Leader

Job title

Document Management Team Leader

Grade

SN1

Business Unit

Business services team

Location

Pune

Reporting to

Operations Manager

Key relationships

Operations Manager, Document Management Assistants, Business Support Team, Forvis Mazars Partners and team members

Job purpose

The Document Management Team Leader is responsible for the delivery of an innovative, professional, high quality and efficient support service for the creation, production and storage of documents and templates, whilst overseeing and supporting with key projects for the business.

The role involves monitoring various platforms to ensure compliant intuitive end to end solution. The Document Management Team Leader will be responsible for managing resources and performance including acting as people manager for the document management assistants.

The Document Management Team Leader will work with the Operations Manager to ensure the continuous development and growth of the service, leveraging technology for process improvement and efficiency enhancement.
This is predominantly office based.

Job role

To lead a document management team in the production of high-volume products from templates.

• Systems
• Be the leading subject matter expert on M files, Templafy and other key document management systems for the firm, staying up-to-date with industry trends and best practices in document management.
• Support the introduction of new document management systems and processes to the firm, including M Files and Templafy.
• Monitor the usage of document management systems and develop and execute plans to encourage their widespread adoption.
• Develop and deliver training on document management systems and processes.
• Develop and implement plans to maximise the benefits gained from document management systems.
• Develop processes, policies and guidance, as necessary, including those designed to enhance compliance with legal and regulatory requirements.
• Monitor and evaluate the performance of document management systems.
• Organisation/delivery of training and facilitation of workshops on document management procedures and systems.
• Continually seek ways to make full use of technology to improve processes and efficiency and to promote innovative ways of working and reduce the firms impact on the environment.
• Support the team in the creation, editing and formatting of documents, including reports, papers and policies as and when required.
• Data
• Oversee the maintenance and management of physical and electronic document repositories.
• Put in place measures to improve the accuracy, quality, and integrity of all documents and records.
• Coordinate with other departments to facilitate document sharing and collaboration.
• Conduct regular system audits to ensure compliance with document management standards.
• Manage document retention schedules and ensure timely disposal of obsolete records.
• Monitor key performance indicators (KPIs) and measure performance against them.
• Team management
• Workflow management, delegating and prioritising as necessary.
• Motivate and engage, providing ongoing dialogue and feedback.
• Identify training and development needs.
• Oversee performance management, recruitment and onboarding.
• Embed innovative and efficient standard ways of working with an emphasis on quality and attention to detail.
• Manage team performance and resources to ensure that Partners, fee earners and other key stakeholders are supported to a high standard.
• Monitor the workflow and productivity of direct reports, and support adherence to agreed ways of working, providing appropriate management information as required.

Person specification

Experience in a similar role within a professional service organisation preferred.

People supervision/management experience.

Strong knowledge of document management systems and software knowledge of M-files and Templafy or a document automation platform preferred.

Strong attention to detail, organisational and multi-tasking skills.

Strong written skills, including the ability to draft documents in English to include policies.

Exceptional communication, presentation and interpersonal skills.

A strong team player who works collaboratively and is a skilled relationship manager.

Passion for providing excellent client service.

Project management skills preferred.

Flexible with the ability to work effectively under pressure and manage conflicting priorities.

Networking and relationship-building skills.

Role & responsibilities

Preferred candidate profile