Position Overview & Specifications
The Archive Team
Our Archive Team are responsible for the day-to-day running of our file archiving and looking after and organising our off-site filing and storage systems.
They classify and index files, deal with requests from users and are responsible for finding files, documents and other resources that users require.
Our team make sure all records are kept safe and secure, complying with our legal requirements.
The Role
The Archive Assistant is responsible for ensuring that the archiving and retrieval of documents works in a fast, efficient and smooth manner.
You will be working with another Archive Assistant in our storage facility in Gorse and must be prepared and willing to work remotely from the rest of the business. You would work closely with other members of the Central Office Services in each of our offices.
You will be responsible for:
- Assisting with the storage, retrieval and destruction of files
- Dealing with enquiries from fee earners regarding the storage of deeds, wills and other documents from information stored on files
- Required to assist in routine post runs taking internal post and documents to other offices sometimes at short notice
- Ensuring the information logged onto the IT system is up-to-date and correct
- Liaison with our data shredding provide to ensure adequate disposal containers are available
- Ensure compliance with all relevant H&S procedures including lone working, working at heights, and manual handling
- Liaison with Gorse Site Manager and Facilities Engineer to ensure the site is maintained and any faults reported accordingly
- Providing cover during absence, such as holiday & sickness. This could include covering other members of Central Office Services in other offices
Knowledge, skills and experience required
We would like you to have:
- experience and/or knowledge of archiving procedures either in a law firm or similar environment
- sound knowledge of filing systems
- the ability to prioritise work and working to deadlines
- good communication and inter-personal skills
- sound knowledge of IT systems (we use Peppermint and BigHandNow, but full training will be provided on these)
It is an essential requirement for the role that the successful applicant has a clean UK driving licence