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Archiving Assistant

4 months ago

Southampton, United Kingdom Blake Morgan Full time

Location- Southampton- Discipline:
- Business Support- Salary:
- £Competitive- Contact name:
- Rob Brown- Job ref:
- 003982You will be working as part of a team in a very busy Archives Department.

**Key responsibilities**:
Process new files on the system and update data
- Requires adding barcodes to items and entering data on External Storage Company database
- Updating above barcode information also on Peppermint

To assist with the entering of data and management of indexing report, as required
- Requires information from this report to be added to database
- Dealing with queries arising from the report in relation to duplicate entries and resolving these issues

To assist with auditing of deeds/files in relation to historic mergers
- Obtain boxes from storage for auditing
- Spreadsheet updates for details of files
- Check file contents to ensure no deeds are present
- If destruction date has already passed arrange for barcodes to obsoleted and papers destroyed

Deal with requests which arrive in the Archives inbox some are external requests
- This relates to all paper files, Wills and Deeds requested via Peppermint
- Checking all information is correct, including barcodes and location
- For external requests once checked the data the request and details are sent to the appropriate team to liaise with the requestor

Process new Wills and Deeds on the system and update data
- This on occasion is for other offices

Process Returns
- Items which have been called out of storage and need to be returned
- Checking these have been processed correctly on the database and the destruction date has not already lapsed
- Updating direct on External Storage Company database to enable return and collection by them

Gone for Goods
- Items which have been called out of storage and which have been destroyed or sent out of the office
- Checking these have been processed correctly on the database and perming out the barcodes from the External Storage Company

Deal with Archive queries from staff members which arrive into the Archives inbox

Deal with ongoing Legacy projects

The archive team currently uses five separate database systems - training will be provided.

**Skills / Experience Required**
- Competent computing skills
- Attention to detail
- Will be required to deal with any ad hoc tasks as necessary
- Manual Handling
- Understands and complies with Information Security responsibilities commensurate with this advertised role including Data Protection and the duty of confidentiality

Blake Morgan is committed to adopting Smart Working practices, where appropriate in the context of business needs, and empowering colleagues to maximise their performance. Whilst we strive to ensure consistency of approach across the firm, there will inevitably be some differences in working practices across our business groups and business support functions. We consider each colleague's personal preferences, working styles and development needs when deciding the best arrangements to suit our clients and colleagues. A typical approach would be a blend of working in your usual office, working from another Blake Morgan office, working from a client's office and working from home. A Guide to getting the most out of Smart Working Policy is available for our colleagues. You will be a core part of the team and able to access the technology, support, training and resources you require.

Blake Morgan is one of the UK's leading full service law firms, with offices in London, Wales, Thames Valley and the South Coast region. We provide our clients with practical and straightforward legal advice whatever their regional, national and international requirements. Our clients are commercial businesses, not-for-profit organisations, government agencies and private individuals.

**Benefits**

Some of the benefits of working at Blake Morgan include:

- 26 days' annual holiday and option to purchase 1 weeks' leave
- Birthday holiday
- My Time - one working week off for community, faith-based festivals, volunteering, or wellbeing activities
- Profit Share Scheme
- Performance related bonus scheme
- Private medical insurance including access to a health advice helpline
- Auto-enrolment pension scheme (5% employer pension contribution when employee contributes 3%)
- Life assurance scheme
- Critical illness cover
- Cash Plan - claim for flu jab, health screening, optical and dental plus a range of wellbeing and health services
- Employee Assistance Programme
- Professional subscriptions
- Free parking or travel season ticket loan depending on your office location
- Cycle to work scheme
- Discounts at leading retailers
- Recruitment referral scheme
- Gifts at key lifestyle and career milestones