Job Description

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.*