Dispatch Document Administration Assistant

HRS Talent Solutions; Lancashire; Remote; GBP 35,000 - 38,000; Full time

Job summary

HRS Talent Solutions is seeking a Dispatch Document Administration Assistant for a remote role. The job focuses on ensuring approved dispatch documents are correctly attached to orders and accessible within the system.

You won't handle shipping, but you will verify references and keep records tidy. The position offers £25.50–£27.50 per hour, with options for full-time or part-time hours, and requires keen eye for detail, strong organisational skills, and the ability to work with colleagues

Qualifications

• Basic computer confidence and ability to use digital folders and records.
• Careful comparison of references and concise written notes are starting skills.
• No prior office experience required.

Responsibilities

• Locate an assigned order by its reference.
• Check for the named document in the permitted record.
• Open the file to confirm it is accessible.
• Compare the file’s identifying details with the order.
• Add a permitted link or attachment from an approved source.
• Note a missing, outdated or inaccessible document.
• Ask the responsible person for an approved replacement.
• Update the status after the file becomes available.

Skills

Attention to detail

Organisational skills

Basic computer skills

Job description

Dispatch Document Administration Assistant

Office Administration | Order Documents | Remote
£25.50–£27.50 an hour · Full-time or part-time

A dispatch team may need a particular approved document attached to an order before it can continue.

The Dispatch Document Access Assistant checks whether that file is linked in the online order record and helps the authorised colleague locate it. You would not arrange transport, release a parcel or create shipping instructions. This remote office administration role is about the availability and correct association of documents the team has already approved.

Follow the order reference

An assignment may identify an order and a document type. You would open the record, look for the current attachment and check its name or reference against the instruction. If it is present and accessible, record that the document can be found. If it is missing, you may locate it in an approved shared location and attach it if the process allows, or ask the document owner to provide it. A file for a similar order should never be used as a substitute just because its title looks close.

The role is different from sending a customer an order confirmation. Most of your communication is with colleagues who need an internal file to proceed. You may answer a basic internal customer service question about where the file sits, but you should not disclose a dispatch document externally unless the employer specifically authorises it. A useful handoff names the correct order and the document’s current status without copying unnecessary customer details into a chat.

What happens when a file is not ready

Some documents are awaiting approval, others have not been uploaded, and others fail to open. Those are different problems. You would record the one you observed and direct it to the appropriate colleague. Marking a file ‘available’ because a request for it has been sent would be misleading. When a replacement arrives, check that it belongs to the same order and that the outdated version is handled under the team’s file procedure.

The work may come in small groups of orders. You would keep a simple list showing which records have the required document and which need follow-up. If one order remains blocked, another colleague should be able to see why. A completed item is an accessible correct file linked to the order or a documented handoff to the person authorised to supply it. The team will teach the distinction and the online system.

It is possible for an attachment to appear in an order but still be the wrong document. You would check the reference or version named by the dispatch team, rather than relying on the mere presence of a file icon. If a colleague supplies a corrected document, identify whether the older file remains linked and follow the company’s procedure for marking it superseded. You should not hide an earlier version without authorisation. The record should allow the dispatch team to identify the current approved file without comparing every attachment from scratch.

Routine actions include:

• Locate an assigned order by its reference.
• Check for the named document in the permitted record.
• Open the file to confirm it is accessible.
• Compare the file’s identifying details with the order.
• Add a permitted link or attachment from an approved source.
• Note a missing, outdated or inaccessible document.
• Ask the responsible person for an approved replacement.
• Update the status after the file becomes available.

You can be new to office work. Experience with digital folders, order administration or records may help, but it is not required. The employer will train you on document categories and what you may attach. Basic computer confidence, careful comparison of references and concise written notes are the starting skills. You should be comfortable pausing when two files have similar names or the instruction is unclear.

This is remote online work that may be full-time or part-time. A home office space can help you keep order records and files organised. The pay range is £25.50–£27.50 per hour. There is no expectation that you make delivery or transport decisions.

How to be considered

If you have linked a document to a record, found a missing file or kept shared materials organised, make that visible on your CV. Study and voluntary tasks can count. A logistics qualification is unnecessary for the defined administrative scope. If you’re selected for the next step, you may be asked to complete an application on the hiring company’s website. The employer can explain the exact file-handling procedure as you move through selection.