Kennedys is looking for a Document Process Manager- Archiving/ Post to join our Facilities team based in Manchester, Birmingham or Sheffield.
This role reports to the Head of FM, UK & EMEA, and supports the FM Leadership Team and Senior Facilities Managers in delivering a cohesive and aligned approach to FM services.
The Document Process Manager will be responsible for overseeing all document lifecycle activities, from receipt of documents via postal services through to archiving and final disposal ("cradle to grave"). This includes leading a strategic review of current document and archive practices, implementing a document management strategy aligned with digital-first principles, and ensuring full compliance with legal, regulatory, and firm-specific requirements.
The role will also manage all mail room operations/ processes and postal functions across the UK, ensuring efficient, secure, and timely handling of incoming and outgoing communications.
This is a key management role within the Facilities team, requiring close collaboration with Risk & Compliance (R&C), Information Technology (IT), and other internal stakeholders to build strong relationships supporting and aligning the FM Departments strategic goals.
Team
The Facilities team provide strategic support on projects, risk management, contract management, budget management and ensures the firm acts in accordance with local regulations and ISO standards.
The Facilities team have presence in all Kennedys offices.
Key responsibilities Lead the development and implementation of a document and archive management lifecycle strategy.
Establish and maintain best-practice processes for document lifecycle management, including creation, classification, storage, retention, retrieval, and secure destruction
Lead and develop the archive and mailroom teams, fostering a culture of accountability, and continuous improvement.
Managing the Outsourced operations that align with Mail/Post and Archiving
Manage vendor relationships and service level agreements (SLAs) with off-site storage providers, and outsourced service delivery Partners.
Map and analyse current workflows in document archiving, retrieval, and mail distribution to identify inefficiencies and pain points.
Lead the implementation of automation tools (e.g., digital mailroom solutions, workflow management systems, document imaging/scanning platforms).
Introduce principles/Processes to optimise turnaround times, reduce errors, and minimise manual handling.
Collaborate with internal teams such as IT and R&C to enable seamless digital access to records.
Ensure all document management practices comply with legal, regulatory, and firm policies (including GDPR, data privacy, and client confidentiality standards).
Oversee retention schedules as set out by the Firm, secure destruction processes, and audit trails for all physical and digital records.
Work closely with R&C to align practices with data retention policies, audit trails, and client confidentiality obligations
Ensure appropriate documentation and logs to support audits, risk assessments, and regulatory reporting
Develop and maintain documentation of standard operating procedures (SOPs) and ensure consistent adherence.
Drive a digital-first approach while ensuring secure and compliant physical storage where required
Establish and track key performance indicators (KPIs) to measure efficiency, accuracy, and service quality.
Provide regular reports and insights to leadership on operational performance, risks, and improvement initiatives.
Stay current with emerging trends in document management, legal tech, and automation tools. Key Relationships Internal – Build and maintain strong relationships with key stakeholders across our legal and business services teams
External – Build and maintain strong and mutually respectful relationships with third party service providers
Team: Forge positive and trustworthy working relationships with FM Leadership team Required experience Strong understanding of records management principles, information governance, and mailroom operations.
Proven experience implementing automation and process improvement initiatives.
Demonstrable experience in Archiving and Mail room for legal services with focus on Process improvement and automation
Excellent project management skills — ability to plan, execute, and deliver cross-functional projects on time and within budget.
Analytical mindset with the ability to interpret data and make evidence-based recommendations.
Effective communicator
Familiarity with legal practice environments, confidentiality standards, and client service expectations.
Willingness to travel between all UK offices to ensure the single team ethos is maintained across the team as and when needed
Team player Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.
*where a level of experience is indicated, this is a guideline only and represents the amount of time we would usually expect a candidate to accumulate the requisite level of experience. This does not preclude applications from candidates with more or less experience. About Kennedys
Kennedys is a global law firm with expertise in dispute resolution and advisory services. With over 2,750 people worldwide across 47 offices in the UK, Europe, Middle East, Asia Pacific and America we have some of the most respected legal minds in their field.
Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.
We're a fresh-thinking firm, and we're not afraid to bring challenging new perspectives to the table way beyond the traditional realm of legal services. We empower our clients with a diverse range of ideas, tools and technology to make their lives easier, as well as delivering exceptional results, every time.
What do we have to offer?
We welcome high-performing lawyers, business services professionals, secretaries, graduates and apprentices to join our rapidly expanding global firm. Whatever your role at Kennedys, you'll be involved in exciting and stimulating work, where your input will make a difference.
Our culture and values form a big part of who we are and we take them seriously. We make a difference by being approachable, straightforward, supportive and distinctive. Our are at the core of who we are and what make us a great firm to work with and for.
The Firm recognises the value of investing in our people's development and believes our culture and values contribute to the quality of our work and of our client relationships. With a culture of on-the-job and experiential learning, peer to peer learning, mentoring, resources and tools that enable you to drive your career, we can support your development in your current and future roles. A variety of other opportunities are available including secondments to clients and our global offices.
We strive to celebrate empower our people and ensure everyone can bring their authentic selves to work. We've created a culture based on client service, professional excellence, hard work and trust, where diversity, equity and inclusion (DE&I) is a key priority. We recognise that many of our people want to work for an employer that is aligned to their values, which is why we are building an inclusive culture, decarbonising our operations and supporting our people to thrive at work. Our people are the key to driving this change and helping us to make a difference to our clients, our people and the communities in which we live and work.
Kennedys is an equal opportunities employer and is committed to ensuring our recruitment processes are as inclusive as possible. We expect all employees to be aware of and comply with all relevant policies and procedures within their jurisdiction, including those relating to Information Security, Data Protection and Quality Management, refer any breach promptly to Risk & Compliance and to complete all mandatory training when requested. Documents
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