Archivist & Data Entry Assistant

Job Description

Role Context A new role, this will work closely with the TBC, we are seeking a highly skilled and experienced Archivist & Data Entry Assistant to join our team. This position requires a strong background in archiving and records, a proactive approach to problem-solving.

Role Purpose This role involves providing efficient support for the firm’s records destruction process and overall records management activities. Working as part of the wider managed central services team to provide a professional high quality and efficient range of document related services to the firm.

Processing data entry requests within the firm’s document and case management systems. This is a unique opportunity for a dynamic and motivated individual to take on a key role; our commitment to delivering exceptional services to our clients. Supporting our Responsible Business team to maintain legal reporting, being a visible advocate for this, both across the Group and with our suppliers and collaborating on legal reporting for our BCorp accreditation.

Key Responsibilities Physical handling of records Sending and retrieving files to and from our off-site storage provider, ensuring full end-to-end audit trails are available. Conducting regular office file audits. Assist in the archiving process and contribute to wider records management projects.

Arrange for the transfer of files/boxes to multiple SHMA offices. Completing destruction of files as required in line with our retention and destruction policy Assist in the preparation of destruction logs and other reports within the team. Review extensive destruction lists on a daily basis.

Coordinate with off-site archiving company for file/box destruction. Index legacy records and review files as part of the destruction process. Digital handling of records Digital extraction of data from hard copy to databases.

Review of index cards and extraction of data Inputting data to various databases and spreadsheets

• Provide accurate end-of-day reports.

Collaborate with the wider Business ops team as needed. Liaise with clients to manage deadlines and address queries. Liaise with the Records Manager on any on-site issues. Any other duties commensurate with the post. Work closely with the legal team to ensure exceptional client service and maintain strong client relationships.

• Ensure adherence to all relevant laws, regulations, and professional standards.

Meeting or exceeding SLAs & KPIs. Working with and assisting the legal teams across the firm as required.

Person specification Willingness to learn and provide a solution-focused service. High degree of drive, self-motivation, and energy with a "can do" attitude.

Commitment to delivering excellent service to clients, going beyond the core role to meet evolving firm needs. A completer/finisher with a strong focus on getting things done. Team player with solid organizational skills, high accuracy, and attention to detail.

Self-motivated and enthusiastic with a desire to succeed. Ability to provide practical and pragmatic solutions efficiently. Excellent communication skills to liaise with internal and external clients or suppliers.

Ability to react to change and prioritize workload in a frequently changing environment. Willingness to be flexible, taking on responsibilities as the firm's needs change. Ability to work well under pressure, meet deadlines, and maintain a calm and professional demeanour.

Good organizational skills with the ability to multitask. Excellent communication skills and strong attention to detail. A willingness to learn, using a solution focused approach to drive results.

High degree of drive, self-motivation, and resilience. A “can do” attitude, able to make things happen. Always committed to delivering the best possible outcome to clients.

Willingness to be flexible, performing additional ad-hoc responsibilities deemed commensurate with the role and being alert to changing accountabilities as the firm’s needs change. A completer/finisher with a strong focus on getting things done.

Skills, Knowledge & Expertise Excellent IT skills, advanced knowledge of Microsoft Office products, and familiarity with PDF software. Knowledge of case and document management systems is advantageous.

First-rate written and verbal communication skills with meticulous attention to detail. Efficient and accurate typing skills. Minimum of 12 months’ experience in a similar role, ideally in a legal or professional services environment.

Demonstrable experience in indexing and archiving. A willingness to learn , using a solution focused approach to drive results. Previous experience in legal administration or law firm management.

Exceptional organizational and problem-solving skills. Knowledge of industry-specific technology and software applications. Understanding of ethical and regulatory requirements within the legal profession.

Demonstrated ability to work collaboratively with fee earners, colleagues, and external partners. Experience in utilising legal technology solutions.

How we work: We embrace agile working and offer a blended approach to where and how we work.

We appreciate that people have different needs and preferences and we’re keen to be flexible, after all, we value what you do, not where you do it.

We have hubs in Birmingham, Leicester, London, Milton Keynes, Nottingham, Solihull, Stratford-upon-Avon and Sheffield. This role can be fully remote or with occasional travel to one of our Midlands hubs.

Do you want to check out our amazing benefits ?

Additional information: Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found here.

Equal opportunities Marrons is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures.

We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.

Find out more about us:

It’s the people at Shakespeare Martineau that make us so special. By understanding what our people want, giving them the support they need, recognising everyone’s contribution and realising the unique power of teams, together we win. As a firm we are focused on proactively building and developing diverse teams, bringing different backgrounds, personalities and perspectives together.

We play to our strengths, pushing ourselves to be consistently better than yesterday and deliver amazing solutions for our clients. We empower our teams with a high degree of individual responsibility; we self-manage and encourage everyone to be responsible for their own learning, knowing it makes us even better at what we do

We believe in trusting our people to make the right decisions for themselves, from when and where you work, to how you dress; we focus on outputs.

About Ampa Group

Welcome to Ampa - a leading group of legal and professional services brands, home to leading legal services firms such Shakespeare Martineau, Lime Solicitors, Mayo Wynne Baxter, Marrons and others.

Our ‘House of Brands’, is where legal and professional service brands converge to unlock exciting opportunities for career advancement, collaboration, and comprehensive business services support across various disciplines including HR, IT, finance, and marketing.

Our overall purpose is to act as the cornerstone that facilitates the growth of every brand within our collective, empowering them with enhanced purchasing capabilities, access to specialised expertise, and a cohesive set of values and culture.

At our core, we are dedicated to creating an environment where each brand thrives through mutual growth and co-operation. Through our shared infrastructure and central support, we enable our brands to flourish, using the strength of our collective resources.

If you are passionate about driving positive change and immersing yourself in an inclusive, diverse, and supportive culture, then we invite you to join our team as we continue to unlock the potential in our people, clients, and investors.