Archive Transfer List Assistant

HRS Talent Solutions; Slough; Remote; GBP 40,000 - 44,000; Full time

Job summary

HRS Talent Solutions is seeking an Archive Transfer List Assistant for a remote, records-management role. You will compile and verify transfer records, compare file references, and note discrepancies before completing moves according to employer instructions.

The position involves ensuring traceability, maintaining a reliable transfer trail, and separating exceptions from completed transfers. Full-time or part-time arrangements may apply, with pay at £29.75–£31.75 per hour.

Responsibilities

• Prepare an accurate transfer list showing original reference and destination for each item.
• Mark items as unresolved if not accessible or if there is a naming conflict.
• Ensure the transfer follows approved scope and leaves a usable record.
• Check destination access and keep colleagues informed with concise notes.

Job description

Archive Transfer List Assistant

Office Administration · Records Transfer · Remote
£29.75–£31.75 hourly | Full-time or part-time

Know which records have moved

When a team transfers approved digital records from a working folder to an archive, it needs a dependable list of what went where. The Archive Transfer List Assistant prepares that list, checks file references and records the completed move under the employer’s instructions. This remote role is about traceability. You would not decide that a document has reached the end of its retention period, delete a record or set the organisation’s archive policy.

The task begins with an authorised transfer instruction naming a set of files or a completed project. You would compare the supplied list with the files available, note an item that is missing or has a different reference, and ask for clarification before moving it. A file with an old date is not automatically ready to archive. The responsible team determines scope; you make sure the transfer follows that scope and leaves a usable record.

The transfer record

For each item, the list should show the original reference, the destination specified by the team and whether the move has actually happened. If a file could not be accessed or had a naming conflict, mark it as unresolved rather than adding it to the completed count. You may also check that a file opens in its approved destination and that a colleague can locate it using the list. The work product is a reliable trail, not merely a tidy-looking folder.

Sometimes an archive contains a previous version with the same name. You would flag that fact for a decision instead of overwriting it. If a transfer instruction includes a record outside your permissions, pass it to the authorised colleague. You should not copy sensitive materials into an unapproved shared location to get around an access issue. The employer will teach the online storage system, file naming and approved transfer steps.

Keep an exception separate from a completed move:

• A file appears on the instruction list but cannot be found in the source folder.
• Two files share a name and the destination already contains one of them.
• A permission setting prevents an authorised transfer.
• The file moves but fails the destination access check.

Each situation needs a distinct note and possibly a different colleague. A single ‘not transferred’ label would make the exception list harder to resolve.

A transfer can involve:

• Reading the authorised list and identifying the files in scope.
• Comparing file names, references and counts with the source folder.
• Recording a missing, inaccessible or conflicting item.
• Moving only the files the procedure permits you to handle.
• Checking that the destination contains the intended file.
• Updating the transfer list with the completed action.
• Asking about a duplicate name before overwriting anything.
• Sending a concise completion or exception note to the requesting colleague.

The role is a good match for someone who likes methodical work with a clear finish. It still calls for communication. A colleague may need to know why an item did not transfer or where to find a file afterward; a factual answer is part of internal customer service. You should avoid describing an unresolved item as complete just because most of the set moved successfully. A final exception list can save someone a longer search later.

Previous office administration or records experience helps but is not required. Applicants with little experience can learn the employer’s system if they are comfortable using digital folders, comparing filenames and writing a short status note. Transferable examples include organising course files or maintaining a shared project folder. You do not need to know records law or make independent retention decisions. Training covers the steps assigned to this role.

The work is online and remote. A home office area can help you keep a transfer list and two digital folders in view without mixing up records. Full-time or part-time arrangements may be available, and the rate is £29.75–£31.75 per hour. The employer will explain the permissions and archive location for the real opening.