Team Leader - Scanning & Projects (Document Management)

  • Paradise Circus, Birmingham, UK
  • Full-time

Company Description

Mitie was founded in 1987, Mitie is the UK’s leading facilities management and professional services company, looking after a large, diverse, blue-chip customer base, from banks and retailers, to hospitals, schools and government offices. Mitie has over 49,000 people, 100+ office locations, and thousands of customers across the country, there’s no limit to what you can achieve if you work for us.


Delivering the exceptional, every day

  • Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.
  • Our promise to our people: a place to work where you can thrive and be your best every day.
  • Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.
  • Our culture – our core values and how we behave

Job Description

A Scanning Projects Team Leader is required for daily supervision of a team of Scanning Project Specialist Operators & their workload in Birmingham City Centre. This includes meeting service levels, compliance to procedures and project production deadlines. The team supports our Customer to deliver an exceptional service to its clients. 

This role is initially based on a 12 month fixed term contract.

Main duties

  • Responsibility for daily supervision of a team including a mix of permanent and temporary staff, ensuring quality measures are maintained, SLAs are met, and office cover is maintained at all times. 
  • Ensuring that all incoming paper documentation is scanned using the appropriate system in accordance with the BSI 10008 operational procedures. 
  • Attending IMS UK team conference calls and arranging team meetings. 
  • Communicating at a Senior Level by telephone, e-mail and in person. 
  • Monitoring of individual and team workloads, including allocation of available resources to ensure both individual and team tasks / projects are completed on time and to agreed service levels. 
  • Dealing with incoming emails and calls through to resolution, escalating issues where relevant to the line manager. 
  • Maintaining internal systems ensuring standard procedures are adhered to amongst the team. 
  • Regular communication with the line manager in respect of progress of work in hand and resourcing issues.  
  • Ability to propose solutions to resourcing and project issues. 
  • Ensuring that continuous improvement remains at the core of the services delivered.
  • Project reporting for client- what has been scanned / not scanned - tracking of documents & volumes at each stage. 
  • Ability to track time spent on projects - daily hours.
  • To organise ongoing training and development of team members and support their wellbeing.
  • To ensure a safe working environment and safe working practices for the team.

Person Specification

  • Ability to establish and develop effective working relationships with others in the team and outside the team. 
  • Ability to supervise a team of staff demonstrating a firm, fair and consistent approach.
  • Ability to flex communication method and approach as appropriate.  
  • Ability to listen effectively.
  • Understanding and knowledge of reporting, data and terminology.
  • Ability to prioritise and delegate work with first class organisational skills, to be proactive and use initiative.
  • Ability to plan, prioritise and schedule own work.
  • Flexibility in working to tight deadlines.
  • Ability to work under pressure while remaining calm
  • Emotional maturity, confidence, discretion, diplomacy and common sense.
  • Confidence and ability to deal with senior level people.
  • Good interpersonal and communication skills including an excellent telephone manner. 
  • Bright, friendly, enthusiastic personality with a good sense of humour and team player. 
  • The candidate must be approachable, be able to demonstrate empathy with others and be a role model for the team.

Health and Safety responsibilities

  • Follow group and company policies and procedures at all times;
  • Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
  • Use all work equipment and personal PPE properly and in accordance with training received;
  • Report any issues or training needs to your  Line manager and /or  via your divisional incident reporting system;

Information Security

  • Ensure compliance with Mitie's information security procedures in all activities;
  • Proactively identify and report security risks to your manager
  • Report actual and suspected security incidents



This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder’s role and/or the needs of the business.


  • Line management and Customer Service.
  • Experience in Scanning, Projects and Document Management   

Additional Information

This role is initially based on a 12 month fixed term contract.

Due to high levels of applicants, only shortlisted candidates will be contacted.

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