Archivist/Document Supervisor

Posted 22 March by Directions Recruitment Specialists
Easy Apply

Job Purpose

  • To manage the documents and archive service and to deliver a high quality service to business groups, teams and their clients.

Principal Responsibilities

  • Archiving
  • Manage the delivery of an archiving service across the firm.
  • Assist with the development and improvement to current archiving processes including the recording, retention and destruction of documents in line with current regulatory and compliance requirements.
  • Supervise the archiving of closed files, both hard copy and paperless files
  • Liaise with IT to set-up "archive folders" within Filesite on client matters
  • Supervise the retrieval of files as requested and ensure a record is maintained of booked out files.
  • On-site file culling and subsequent update of on Connect in accordance with Office Manual/guidelines
  • Overseeing the collection of secure destruction sacks containing destroyed files with external porters
  • Supervising the data entry of for storage onto the RMS (Record Management System) and safe storage of same
  • Supervising the retrieval of requested through the RMS (Record Management System and delivery
  • Overseeing the distribution of bi-monthly store report and liaison with Support Managers within PC teams for updating of RMS records
  • Maintaining data in particular with regard to location held on the RMS
  • Dealing with client enquiries with regard to archived documents
  • DMC
  • Manage the delivery of a Document Management service across the firm.
  • Supervision of DMC staff to ensure the following service elements are delivered in an efficient manner
  • Incoming/Outgoing post - collection/opening of DX/Royal Mail post, sorting/stamping/delivering to relevant Business Groups/Team (including PPI amounts entered onto systems)
  • Maintenance and ordering of postage stamps
  • Oversee the recording and delivery of package deliveries
  • Supervise the receipt and allocation of DMC requests across the team, agreeing timescales and considering other options
  • Overseeing the stock and ordering of stationery from designated suppliers through on-line ordering, including:- copier paper, presentation/binding materials, photocopier toners
  • Oversee the set up of meeting rooms for internal/external meetings and/or webinars as required.
  • Oversee the booking of couriers as requested
  • Updating of merger client data on relevant Excel spreadsheets.

Reference: 37584086

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