Scanning Administrator

2 weeks ago


Belfast, United Kingdom SPS Full time

We have a fantastic opportunity to join our team based at our client’s prodigious site in Belfast City Centre.

The scanning team provides a quality client service using Kofax, routing, and filing of documents using the Document Management System (AODocs) and provides several critical and highly confidential services to our client.The scanning administrator is toassist the provision of quality client service by maintaining an up-to-date centralised filing system, providing advice and assistance to the group with regards to filing and archiving procedures and disciplines. The IMS scanning centre is a team of experiencedstaf whose work complies with BS1008 legal admissibility in court for scanned documents and ISO27001 information security management systems. This is a growing service requirement for all businesses in the UK and we are the first scanning centre to be awardedthe BS 10008 - making us unique in this field. The team is part of a much wider Information Management Team whose work ensures the firm’s compliance with both internal policies and external regulatory requirements.

**Main duties**
- Ensuring that all incoming paper documentation is scanned using the appropriate system in accordance with the BSI 100008 operational procedures
- You may also be periodically required to move positions within the team in order to maintain balanced support service
- You will ideally have prior work experience (from an administrative background within a corporate or professional services environment)
- Experience in client service delivery would be an advantage, along with excellent soft skills
- Supporting Records Management and IMS Administrator collaboration
- Retrieving records to be scanned
- Prep and delivery to IMS Scanning team
- Monitoring progress of requests and projects
- Archiving or sending files to owners after scanning
- Triaging scanning requests
- Monthly archiving for Birmingham regional hub

**Person Specification**
- GCSE grade C or above in English and Maths
- Proven IT skills including Excel, Gmail and Google Apps
- Minimum typing speed of 30wpm
- Strong prioritisation, time management and organisation skills
- Proven delivery of accurate and thorough work
- Proven reliability in customer service and problem solving skills
- Good communication skills (verbal and written) with the ability to liaise confidently and professionally at all levels pro-active, self-motivated and able to take responsibility for own work under own initiative
- An attention to detail
- Maintaining and enhancing our high standards of delivery,
- Quality and accuracy. Health and Safety responsibilities
- Follow Group and company policies and procedures at all times
- Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment
- Ensure compliance with SPS information security procedures in all activities
- Document management/print background an advantage



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