Records Management Assistant

7 months ago


Liverpool, United Kingdom Hill Dickinson LLP Full time

Hill Dickinson LLP is a leading and award-winning international commercial law firm with offices in Liverpool, Manchester, London, Leeds, Newcastle, Piraeus, Singapore, Monaco and Hong Kong. With more than 950 people including 200 partners and legal directors, the firm delivers advice and strategic guidance spanning the full legal spectrum, from non-contentious advisory and transactional work, to all forms of commercial litigation.

Hill Dickinson acts as a trusted adviser to a wide portfolio of clients across a wide range of specialist sectors: from transport and logistics and international trade, through to retail, insurance, marine, health, education, manufacturing, public sector and banking and financial services.

**Job role**:Records Management Assistant

**Hours**: Monday to Friday, 09:00 - 17:00 (35 hours per week)

As the winner of two Working Families’ awards for ‘Best UK employer for Flexible Recruitment 2022’ and ‘Best UK employer for Flexible Working Award 2020’, we are happy to consider flexible working opportunities to help you balance your work and home life.

**Team**:Information Services - Records Management

**Location**:Liverpool

**Benefits**: At Hill Dickinson we understand that incentives go far beyond a good salary, so we have created a comprehensive benefits package tailored around our people.

Here are some examples of what we offer:

- 25 days’ annual leave
- Birthday privilege day and Christmas shutdown
- Holiday buy, sell and carryover scheme
- 2 charity volunteering or pro bono days
- Flexible, agile and home working
- BUPA
- Permanent health insurance
- Flexible pension scheme
- Medicash
- EAP with access to counselling
- Enhanced family leave policies
- Access to 10 days fully subsidised emergency or back-up care per year
- Life assurance
- Annual travel season ticket loan
- Dress for your day policy
- Bespoke training and development opportunities
- Financial contribution towards home working equipment

**Role overview**
- Introduction to the role:_

This contract role focuses especially on scanning of files to our document management system, including:

- liaising with lawyers and secretaries to collect files for processing
- preparation of files for scanning
- scanning to pdf, mostly A4 (semi-automated) but also irregular or wide format materials
- recording details of scanned files according to our file naming convention

More generally, the Records Management Team is responsible for the day-to-day management of physical files and central filing locations in UK offices and managing services with our external archiving service suppliers. Work involves all processes in the life cycle of physical files, including:

- answering queries and arranging retrieval of files from archive
- movement of files in and out of storage
- promoting our “paperlite” initiative, including scan and destroy

**_
K_**ey responsibilities**:

- Working with industry standard scanning technologies to scan hard copy files and documents
- Arranging the creation of e-files through scanning to the document management system (DMS) and destruction of physical files
- Working with FileTrack - our file asset management system: creating / amending file records, retention periods, generating barcodes etc
- Sending and retrieving files from central storage locations, and our 3rd party archiving service providers
- Destroying files which have achieved their retention period
- Managing central file storage locations to ensure accurate location of stored files.

**What are we looking for**:

- Essential_
- Experience of office administration
- Working with files as assets
- Excellent IT skills - scanning, pdf, Word and Excel
- Accuracy and attention to detail
- Ability to work as part of a team to achieve productivity targets set
- Understanding of confidentiality and security of files and business information
- Desirable_
- Experience of scanning and reprographics technologies - scanning physical files under quality assured processes
- Familiarity with stock or asset control databases
- Previous admin experience in a law firm or other regulated / professional services / financial services environment

**Equality, Diversity and Inclusion**

Hill Dickinson is committed to providing fairness and equal opportunity for all regardless of age, gender, gender identity, ethnic origin, disability, sexual orientation, marital or transgender status, nationality, religion or belief.

We understand that our power as a firm comes from empowering our people and that it is only by encouraging and enabling individuals to be themselves at work that we can truly benefit from their rich and varied strengths.

**Disability Support**

**Values**

Trust - Respect - Innovation - Collaboration



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