Archiving Manager

Blake Morgan LLP; West Boldon; Hybrid; GBP 40,000 - 52,000; Full time

Job summary

Blake Morgan LLP is seeking a full-time Archiving Manager for its Southampton office to oversee the Archives team and ensure compliant archiving of papers, deeds and Wills. The role supports hybrid working and flexible office attendance according to business needs.

The position requires prior line management experience, strong organisational and communication skills, and familiarity with Microsoft Office and archiving systems.

Qualifications

• Previous line management experience.
• Attention to detail and analytical skills.
• Excellent organisational skills.
• Knowledge of Microsoft packages.
• Flexibility in the duties of the role.
• 'Can do' and 'will help' approach.
• Self-motivation and willingness to learn and improve.
• Good communications skills.
• Excellent client care approach.

Responsibilities

• Supervise the Archives team and ensure all physical files, deeds and Wills are archived per process.
• Handle Archives inbox requests and external queries.
• Locate and provide requested files to fee earners in a timely manner.
• Cover for holidays/sickness as needed.
• Escalate issues and seek resolutions promptly.
• Audit and validate archive records and barcodes with storage provider.
• Investigate inconsistencies to prevent recurrence.
• Support legacy archiving projects across offices.
• Liaise with stakeholders to ensure accurate archiving.
• Prepare comprehensive archiving reports on demand.
• Ensure compliance with Archiving Policy.
• Reconcile storage invoicing with contract terms.
• Provide training on systems and processes.
• Deliver archive training across the firm.
• Carry out performance management for the Archiving team.
• Assist Head of Premises and Facilities Management on archiving projects.
• Review Archiving Policies annually.

Skills

Line management

Attention to detail

Organisational skills

Flexibility

Can-do attitude

Self-motivation

Excellent communications

Client focus

Team collaboration

Tools

Microsoft Office

Archiving systems

Job description

We are looking for a full-time Archiving Manager to join our Southampton office to supervise the Archives team ensuring all physical papers, files, deeds and Wills are archived in accordance with the archiving process.

We support hybrid working and flexible office attendance, according to business need.

Key Responsibilities

• Ensure new files, deeds and wills are processed by the team, including the facilities teams in each office, on all systems and ensure data is updated accordingly
• Ensure the team deal with requests and queries which arrive in the Archives inbox, including external requests and queries
• Ensuring that requested files are located and provided to fee earners in a timely manner
• Dealing with all archive requests and queries to cover team holiday/sickness, as required
• Handling escalations from team members to find a resolution
• Checking gone for good/packets and files have been processed correctly on the database and perming out the barcodes from the storage company
• Investigating and rectifying any inconsistencies or errors which come to light to avoid issues in the future
• Auditing of papers, files, deeds and wills in relation to historic mergers
• Support the team in dealing with ongoing legacy projects
• Liaising with key stakeholders across different teams and office locations to support accurate archiving of information
• Prepare and provide comprehensive archiving reports, as requested
• To ensure compliance with the firm's Archiving Policy processes
• Reconciliation of storage invoicing with agreed contract rate with storage company
• Providing training to team members on systems and processes
• Provide archive training to staff members across the firm to assist them in understanding the archiving process
• Carry out performance management and appraisals for the Archiving team as required.
• Assist the Head of Premises and Facilities Management with the progressing of archiving projects
• Assist the Head of Premises and Facilities Management to review the Archiving Policies annually

Skills / Experience Required

The successful candidate must have a background within an archiving position, ideally gained within a legal or professional services environment.
You should also be able to evidence the following:

• Previous line management experience
• Attention to detail and analytical skills
• Excellent organisational skills
• Knowledge of Microsoft packages
• Flexibility in the duties of the role
• 'Can do' and 'will help' approach
• Self-motivation and willingness to learn and improve
• Good communications skills
• Excellent client care approach

The interview process will start as soon as suitable candidates have been identified.

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