Archiving Assistant

Petrofac; Aberdeen City; Hybrid; GBP 60,000 - 80,000; Part time

Job summary

A leading international service provider in the energy sector is seeking an Archiving Assistant for a 3-month PAYE contract. In this role, you will support the Document Control team with an archiving initiative, assessing and managing physical records and ensuring adherence to document retention policies. Candidates should have a good standard of education, strong attention to detail, and the ability to work independently. The position is hybrid, requiring some office presence, and involves manual handling of records.

Qualifications

• Role requires sound judgment and adherence to process.
• Strong attention to detail and accuracy when reviewing documents.
• Ability to work independently with minimal supervision.

Responsibilities

• Support the Document Control team with an archiving initiative.
• Withdraw and assess contents of storage boxes.
• Coordinate with offsite storage facility for managing archived boxes.
• Document decisions and status updates in tracking logs.

Skills

Attention to detail

Good communication skills

Ability to follow procedures

Practical judgment

Education

Good standard of education

Job description

Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world’s leading energy companies.

We design, build, manage and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

The world is re-thinking its energy supply and energy security needs; planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.

This is an exciting time to join us on this journey.

We support flexible working requests and have adopted a hybrid approach for most of our office-based roles. We ask employees to be present in the office at least three days per week.

Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?

JOB TITLE: ARCHIVING ASSISTANT

This is a PAYE contract role for 3 months

KEY RESPONSIBILITIES

• Support the Document Control team with an archiving initiative focused on reducing legacy physical records. The role involves withdrawing batches of storage boxes, assessing their contents against Petrofac’s document retention policy, and determining whether the documents should be retained or securely destroyed.
• Coordinate with offsite storage facility to retrieve and manage batches of archived boxes.
• Review records within each box according to the company’s document retention policy.
• Coordinate with internal Team Leads/Department Heads in gaining permission to destroy box contents/boxes.
• Identify records that require continued retention and prepare them for return to storage.
• Identify records eligible for secure destruction and coordinate the destruction process.
• Dispose / remove any folders, binders, paperclips, plastic wallets, dividers and cardboard within the box contents before emptying documents into secure destruction bags.
• Responsible for destruction and clearance of empty cardboard boxes.
• Accurately document decisions, status updates, and inventory details in tracking logs or systems.
• Work closely with the Document Control team to resolve questions regarding classification, retention, or policy interpretation.
• Assist with final project reconciliation, including updated storage inventories and completion reporting.
• Please note that this role involves manual handling tasks, including the movement of boxes and related materials. The position also requires working independently in a storage room environment
• Applies retention policy to determine whether records are retained or securely destroyed.
• Seeks clarification from the appropriate business owner when retention decisions are unclear

ESSENTIAL QUALIFICATIONS AND SKILLS:

• Good standard of education.
• Role requires sound judgment, practical thinking, and adherence to process.
• Strong attention to detail and accuracy when reviewing documents
• Practical judgment and common-sense decision making
• Ability to follow procedures and apply retention guidelines consistently
• Good communication skills for seeking clarification from business owners when needed
• Reliable, organised, and able to work independently at a steady pace, comfortable working in a solo environment with minimal supervision.
• Comfortable manually handling physical record boxes and working in storage or file room environments.