Archiving Assistant

We are looking for an Archiving Assistant to join our Southampton office.  The successful candidate will be working in the Archives team ensuring all physical papers, files, deeds and Wills are archived in accordance with the archiving process.

Attendance at the office is required five days a week (8am-4pm) during the probation period.

Key Responsibilities

  • Process new files across various systems and ensure data is updated
  • Assist with the entering of data and management of indexing report, as required, and dealing with any queries which may arise
  • Assist with auditing of deeds/files in relation to historic mergers
  • Deal with requests which arrive in the Archives inbox, including external queries
  • Process new wills and deeds on the system and update data
  • Process archiving returns to storage
  • Checking returns have been processed correctly on the database and the destruction date has not already lapsed
  • Updating storage company database to enable return and collection by third party contractor
  • Checking gone for good items which have been called out of storage and which have been destroyed or sent out of the office
    • Ensuring these have been processed correctly on the database and perming out the barcodes from the storage Company
  • Support with ongoing Legacy projects
  • Supporting any ad-hoc requests, as required by the Archiving Supervisor

Skills / Experience Required

  • Good spread of GCSEs (A*-C or 4-9) including English and Maths
  • Positive, enthusiastic and pro-active approach
  • Excellent organisational skills
  • Ability to work as part of a team and use own initiative
  • Knowledge of Microsoft packages
  • Accuracy and attention to detail
  • Flexibility in the duties of the role, and ability to cover additional hours when required
  • ‘Can do’ and ‘will help’ approach
  • Self-motivation and willingness to learn and improve
  • Good communications skills
  • Excellent client care approach
  • Manual Handling on People Access
  • Understands and complies with Information Security responsibilities commensurate with this role including Data Protection and the duty of confidentiality

How to Apply

  • Please email [email protected] to apply with a copy of your CV and cover note to explain your interests in the role.  Please also confirm your salary expectations.
  • Interviews: The interview process will start as soon as suitable candidates have been identified. We will notify you in advance if you are required to carry out a drafting exercise/skills test as part of the interview process.
  • If you have any questions, please email Rob Brown at [email protected] or telephone on 023 8085 7441.
  • Your personal data will be processed in line with our applicant privacy policy which explains how we treat your data.

Please note that we are currently only accepting CVs from direct applicants.