Records Management Assistant
Isle of Man
Contract
Our client seeks a Records Management Assistant to join their team.
Role Profile: The Records Management Assistant is to provide physical and electronic record management, safe custody, archiving. During busy periods there will be a requirement to assist the Facilities team with duties including but not limited to, post room, guest services and hospitality in order to support the smooth and efficient running of the office.
This role is reduced hours and for a limited initial term of 12 months.
Key Responsibilities:
- Scanning documents to Laserfiche, filing documents to be retained in client files, destroying scanned documents that do not need to be retained in physical form, and managing the Safe Custody documents held in fire proof safes.
- Overseeing the collection and on-site destruction of confidential shredding, ensuring all certificates are scanned and filed in a timely manner.
- Responsible for arranging and overseeing the collection and delivery of the Companies Archiving requirements, keeping all trackers up to date and archiving portals live.
- File Room services including maintaining the File Room in good order.
- Supporting other team functions in absences or busy periods includes but not limited to;
- Post Room Services including the delivery and collection of all mail, arranging priority mail and couriers, scanning all post items into Laserfiche, destroying documents that do not need keeping, placing kept items in relevant pigeon holes, and reminding teams to collect their post in timely fashion to keep the post system live.
- Porterage including arranging taxis, delivery and removal of crates, boxes, parcels, and other delivered goods, removing sacks, some office waste, and newspapers.
- Checking all print hubs and copiers have sufficient paper and stationery stocks and replenishing accordingly.
- Checking stationery supplies and ordering new stock, ensuring appropriate stock is held in the office at all times, in line with the approved stationery budget.
- Cover for the Facilities Business Support Lead in absences or breaks, ensuring the same level of service is provided.
Key Skills and Experience:
- PC skills - competence with Microsoft Outlook, Word, Excel, Teams and Internet Browsers, with training provided where required
- Laserfiche experience an advantage; however, training will be provided
- Experience using corporate phone and room booking systems
- Prior records management and file room maintenance experience essential
- Prior experience with trust and corporate administration an advantage
- Strict attention to detail and excellent organisational skills
- 'Can do' attitude, proactively responding to tasks as needed, taking responsibility and initiative to ensure the smooth running of the premises and post room functions
- Strong interpersonal skills
- Strong multi-tasking skills
- Excellent communication skills and telephone manner
- Committed to delivering a high level of customer service
- Well presented with a professional attitude
Your specialist: Mark Burman
Quote job ref: 15472
Hi, I'm Mark and I look after all the temp / contract roles. If this exciting job sounds up your street, please submit your details, we look forward to hearing from you.