Records and Archiving Assistant

Job Description

This is a fantastic opportunity within Childrens Services department of the local Council, to primarily work on a specific file management project which we anticipate lasting until the end of 2023. If you like to take ownership of a project and are dedicatedto see it to full conclusion, this could be the job for you.This project requires special skills:- excellent analyticial and IT skills, attention to detail, an enquiring mindset and ability to think outside of the box. The project once completed will make a difference to childrens servicies for many years to comeso if this sounds like something youd like to be involved in, wed love to hear from you.This is an exciting opportunity for somebody with sound organisational and analytical skills (alongside a good working knowledge of excel and familiarity around sytems) to co-ordinate this bespoke project as we revolutionise our historical Childrens filescataloging system.We are looking for someone who brings reliability, commitment, and enthusiasm to the role alongside highly technical IT skills and knowledge of data and its manipulation.Whilst the file and record management project will initially be the main focus, once concluded, similarly related tasks or projects in order to support the social work teams will be identified. This role at all times is embedded within the wider businesssupport team in Childrens services for which administrative and IT and organisational skills play a key part.Full training will be provided.Responsibilities:

• To work through a list of historical files, request from our storage provider and take receipt of the boxes on arrival
• On receipt to analyase each childs file within the box and ascertain the retention period of the file in question.
• To place the childs file into a new provider box, scan it, log the details on to a dedicated new provider storage system and add other childrens files of the same retention period (box size and weight permitting)
• To consult our dedicated data base and other paper and computerised records held and accurately update records
• Once logged, to arrange collection of the boxes into the facility of our new provider
• To escalate any anomolies to the Business Support Manager so a decision can be made as to the files retention period
• Using data bases, to locate historical files when requested via data subject access requests or via Police requests, to request files and communicate with the wider business support team on box arrival.
• To record and arrange safe return of files when work has been completed.
• To keep updated our working file management project guidance document and amend as appropriate
• Once our current historical boxes are migated across to our new provider and recorded/ logged as above, to commence our data destruction project
• In line with our retention policy though data searches, to identify which files are due for secure destruction
• To work closely with the Business Support Manager and Head of Service regarding the process and commissioning of secure file destruction
• To update our database so that all Childrens files follow our retention policy
• Ad hoc work that may arise regarding historical files and their management
• Data analysis and excel monitoring in order to keep our progress updated
• Support and help train colleagues to use the dedicated file managment system

This role will be for 1 year, with the possibility of longer at a pay scale of £21,269 - £23,023 per annum.The successful candidate will work 4 days in the office and one day from home.