File Processing and Preparation Administrator

2 hours ago

Alnwick, United Kingdom Department for Environment, Food and Rural Affairs (Defra) Full time

As a Ministerial department Defra is statutorily required by the Public Records Act to have in place a systematic approach to managing its records, and for appraising, identifying and transferring historical public records to The National Archives (TNA) for permanent preservation in line with the 20 Year Rule. As part of Defra’s Data and Information Lifecycle function, the Information Appraisal team is looking for a File Processing and Preparation Administrator to join the team based at their Lion House office, in Alnwick NE66 2PF.

Please be aware that manual handling - movement of boxes and files and trolleys - and working at height are key parts of the role.

**Person specification**

**Responsibilities**
- Receiving files ordered from commercial storage by the Appraisal team. Transferring these files to the appropriate area of the site at Alnwick. Maintaining an accurate audit trail of their status - preservation, immediate destruction or destruction at a later date.
- Preparing selected files according to TNA’s published standards. Arranging their transfer to TNA’s site at Kew.
- Managing the intake of files from across Defra. Updating storage supplier’s database to enable their swift retrieval when required by the Appraisal team.
- Assisting with ongoing projects to reduce the number of files and boxes Defra holds.
- Reviewing stock levels of office and specialist supplies and (re)ordering when necessary.

**Skills and Experience**
- Clear, accurate record keeping skills.
- Experience of effectively communicating with team members and customers.
- Use of Microsoft O365 products, in particular SharePoint Online.
- Experience of working in a file storage environment.
- Experience of manual handling but not necessary as training will be provided.

**Job Types**: Full-time, Permanent

**Salary**: £22,150.00 per year

**Benefits**:

- Additional leave
- Casual dress
- Cycle to work scheme
- Flexitime
- Sick pay
- Work from home

Schedule:

- Flexitime

Work Location: In person

Reference ID: 275051

Flextime

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