Document Management Executive

ITV Consumer Limited 2024; Leeds; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent media company in Leeds is hiring a Document Management Executive for a 12-month fixed-term role. Responsibilities include managing documents throughout their lifecycle, responding to archive queries, and maintaining compliance with document policies. Ideal candidates will have experience in archive environments, strong attention to detail, and proficiency in document management software. The role also offers benefits such as flexible working and generous holidays.

Benefits

Flexible working options

Generous holiday allowance

Annual bonus opportunity

Competitive pension contribution

Wellbeing and volunteering days

Qualifications

• Experience working in an archive environment.
• Capable of investigating and resolving issues independently.
• Proven administrative skills ideally in a structured or process-driven environment.

Responsibilities

• Respond to archive queries by retrieving and supplying requested documents.
• Maintain a centralized archive of contracts and production paperwork.
• Liaise with internal and external stakeholders to ensure document workflow clarity.

Skills

Attention to detail

Document management systems experience

Strong communication skills

Adaptability under pressure

Team collaboration

Research and analytical thinking

Tools

Excel

Google Workspace

Mac platforms

Job description

The team.. ITV manages a catalogue of 250,000+ hours of television programmes and feature films produced by the ITV companies or commissioned/acquired from third parties for broadcast and distribution. As a Shared Service, the Document Archive team maintains the ITV Document Archive of contracts and production paperwork and provides access to those documents across ITV, in line with Document Archive Policy. The Document Management Executive is a key part of ITV's Document Archive team, ensuring our contracts and production paperwork are organised, accessible and securely maintained. This 12-month fixed‑term role is essential for maintaining and ensuring the smooth continuation of our archiving operations. Reporting to the Document Archive Manager, you'll support the full document lifecycle—from retrieving and scanning materials to guiding the flow of new documents into the archive. You'll work closely with teams across ITV and external partners, helping to uphold legal retention standards while contributing to the ongoing improvement of our systems, processes and policies. Some of your key day‑to‑day responsibilities will include:

Responsibilities

• Respond to archive queries by locating, retrieving, scanning and supplying requested documents, while maintaining accurate records of file movement.
• Maintain a centralised archive of contracts and production paperwork, including indexing, scanning and trafficking procedures.
• Update and uphold Document Archive processes and policies in line with ITV's legal retention and archiving requirements.
• Liaise with internal and external stakeholders to ensure clarity and consistency in document workflows into the archive.
• Take ownership of allocated content to meet Document Archive KPIs and deadlines.
• Support project work as assigned by the Document Archive Manager.
• Archive documents to ITV's preferred deep‑storage facility and maintain accurate off‑system records where required.
• Update and maintain ITV's document management scanning system, contributing to system improvements or upgrades.
• Handle sensitive and personal data in accordance with data protection legislation and internal compliance standards.

Qualifications

• Experience working in an archive environment
• Confident computer user with experience across a range of software packages
• Experience using document management systems
• Strong attention to detail with a logical and methodical approach to work
• Proven administrative skills, ideally gained in a structured or process‑driven environment
• Research and analytical thinking abilities to support accurate document handling and query resolution
• Strong planning and organisational skills, with the ability to manage and prioritise a varied workload
• High level of accuracy with excellent written communication skills, including grammar and spelling
• Proven ability to build and maintain effective working relationships across departments; a strong team collaborator
• Resilient, proactive and results‑driven, with the ability to stay focused under pressure
• Capable of investigating, assessing and resolving issues independently with minimal guidance
• Commercial awareness and an understanding of how document management supports the wider media business
• Confident user of Excel, Word and Google Workspace
• Proficiency in Mac platforms
• Knowledge of Rights/Business Affairs environments and systems (e.g., PARIS, DocMoto or similar) is desirable, with training available

Benefits

• Flexible working with a range of options
• Generous holiday allowance, plus you can buy more
• Annual bonus opportunity
• Competitive pension contribution
• Save as you earn – with an opportunity to buy ITV shares
• Wellbeing and volunteering days plus a wide range of opportunities to help you live a balanced and healthy life

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