WHAT WE’RE LOOKING FOR

We’re seeking someone who brings:

• Demonstrable experience with records management and/or archiving
• Able to work in a warehouse environment, lifting boxes and climbing ladders
• Able to cope with repetitive work
• Attention to detail with high degree of accuracy
• Solutions based with strong problem solving skills
• Team player and calm under pressure
• Evidence of IT, numeracy and literacy skills
• Experience in use of office and windows software
• Excellent organisation skills, the ability to prioritise and problem solve
• Excellent administrator with the ability to follow procedures
• Excellent interpersonal skills to deal with a range of people internal and external to the business
• Must have the ability to deal with a variety of tasks
• Must present an appropriate and professional public image and communicate in an effective and business-like manner with all levels of staff
• Must have the ability to deal with issues and resolutions whilst liaising with internal and external clients
• Ability and experience of working as part of a team

THE ROLE IN 60 SECONDS

• Role: Records Administrator
• Team: Records Management
• Location: Hybrid working from Plymouth
• Working Pattern: Full time
• Why this role matters: This is a pivotal opportunity to support the Records Team by providing an efficient and effective service.

WHAT YOU’LL DO

The Records Administrator role is to support the Records Team by providing an efficient and effective service assisting with the storage, retrieval and safekeeping of records, which include files, deeds and wills, which are held either for the firm or on behalf of clients and to assist the Legal Teams with queries as and when requested to do so.

In this role, you’ll:

• Follow Record Management procedures correctly and efficiently
• Work within the firms Health & Safety guidelines to ensure a safe working environment at all locations
• Liaise directly with clients to deal with requests for documents following set record management procedures for their release including speaking with clients and drafting and sending letters, emails and preparing documents strictly in accordance with firm policies, Law Society guidelines and Data Protection compliance
• Administer storage retrieval requests and deal with them in line with service level agreements
• Interrogate the records systems and databases and updating and making the necessary corrections and amendments
• Deliver items once retrieved from storage to internal clients in Plymouth & transferring documents to the Business Services team for onward transmission to other offices
• Amend the database to show that Files, Deeds, Wills and other items are no longer held by a fee earner/secretary but are again in the safe custody of the Records Team
• Re-packing items for continued storage
• Create database records to show the relevant information in relation to Wills and deeds and assign storage numbers to the items
• Archive closed matter files in line with retention periods and assign storage numbers
• Assist the Legal Teams and key stakeholders with queries and tasks as and when requested
• Assist in developing and improving record management procedures already in place
• Ensure the Records Management Policy is maintained consistently across all offices