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Records Legacy Assistant

3 months ago

London, United Kingdom Church of England Full time
The role of Records Legacy Assistant (RLA) gives a unique opportunity to support four teams in the careful review of records associated with addressing historical correspondence and files held at Lambeth Palace. The role will also entail assisting in the research and identification of historic safeguarding correspondence. The role will report to the Executive Legal Officer and will work closely with the Correspondence Team, the Records Office, Safeguarding Manager and the BACY Team, to address and categorise backlogs of correspondence, records and filing. The role will be office based at Lambeth Palace, due to the nature of this role. Flexible working hours may be considered and it may also be possible to work remotely on occasion, subject to agreement. Please note, this is a 12-month fixed term contract. About the DepartmentLambeth Palace is the home and office of the Archbishop of Canterbury and the centre of his ministry to the Church of England and the worldwide Anglican Communion. As a nationally and internationally significant religious leader, the Archbishop of Canterbury receives thousands of letters, e-mails, invitations and phone calls from members of the public every year, each of which needs to be carefully examined and an appropriate response or decision given and recorded. There are also many records and files for matters that are dealt with by the Archbishop and his staff. What you'll be doingThis role will involve:
  1. Performing searches on databases and filing repositories to identify historic safeguarding correspondence which may have been misfiled or misaddressed.
  2. Filing records, including older paper records stored in the Records Office; boxing up previous years' records, current records in paper and digital format as well as highly confidential files managed by the BACY Team, Safeguarding, Correspondence and Records Team, as required by the post.
  3. Enter data and metadata on a database, assigning file codes to digital and paper records, and filing appropriately according to the existing Filing Scheme and Retention Schedule.
  4. Managing and assessing e-records stored in shared staff folders, mailboxes and digital repositories. This includes identifying e-records of significant importance for Safeguarding or BACY teams and process them following the appropriate recordkeeping and legal requirements.
  5. Using a range of office software, including email, spreadsheets, and databases to undertake the work required of the role.
  6. Providing support to ongoing projects and reviews, scanning documents, retrieving records, sharing information via email, in person or via virtual platforms with colleagues.
  7. Supporting the Correspondence Team, Records Office, Safeguarding Manager and the BACY Team in managing records storage space, including removal, disposal, transfer, and retrieval of records held in separate repositories.
  8. Applying discretion and awareness of privacy rights, data protection legislation, data sharing restrictions legislation and rules inside and outside Lambeth Palace, in relation to the documents managed as the Records Legacy Assistant.
  9. Other duties as may be requested from time to time, including project-based work.
To be successful in this role, you will need to have:
  • Experience of handling confidential records, files and data.
  • Ability to use information technology, including experience of Microsoft Access or similar database packages.
  • Ability to effectively analyse important documentation.
  • Basic understanding of data protection legislation (including GDPR).
  • An understanding of what good safeguarding looks like.
  • High attention to detail including a high standard of accuracy when processing data.
  • A methodical approach to routine tasks, including a willingness to follow procedures precisely.
For a detailed person specification, please see the attached job description.