Document Management Specialist

ITV; Leeds; Hybrid; GBP 27,000 - 30,000; Full time

Job summary

A leading media company in Leeds seeks a Document Management Executive to ensure the efficient archiving of documents and contracts. The role involves maintaining the document lifecycle, collaborating with various teams, and ensuring compliance with legal standards. Applicants should have relevant experience in an archival setting and proficiency in document management systems, including software like Excel and Google Workspace. This 12-month fixed-term role offers a hybrid work experience, contributing to the smooth function of ITV's Document Archive operations.

Qualifications

• Experience working in an archive environment.
• Confident computer user with experience across a range of software packages.
• Experience using document management systems.

Responsibilities

• Respond to archive queries by locating, retrieving, scanning, and supplying requested documents.
• Maintain a centralized archive of contracts and production paperwork.
• Update and uphold Document Archive processes and policies.

Skills

Experience working in an archive environment

Confident computer user with experience across a range of software packages

Experience using document management systems

Tools

Excel

Word

Google Workspace

Mac platforms

Rights/Business Affairs systems

Job description

Business Area: Legal and Business Affairs

Contract Type: 12 Month Fixed Term Full Time

Salary: £27,000 - £30,000

Workplace: ITV Leeds + Hybrid - expectation is 2-3 days in the office per week.

Closing Date: 14th December 2025

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 role..

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:

• 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.

Skills you’ll need (minimum criteria)

• Experience working in an archive environment
• Confident computer user with experience across a range of software packages
• Experience using document management systems

Other things we’re looking for (key criteria)

• 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

Please note, on occasion we may receive a very large volume of applications which means applications for a role may close earlier than the referenced closing date. We’d encourage you to apply as soon as possible if interested.