Document Status Records Assistant

HRS Talent Solutions; Glasgow; Remote; GBP 33,000 - 36,000; Full time

Job summary

HRS Talent Solutions is seeking a Document Status Records Assistant to maintain a clear, searchable view of routine documents. You would verify references, dates and statuses, enter received dates, and ensure correct filing while following the team’s conventions.

The role is remote with flexible hours, offering either full-time or part-time arrangements. No prior records clerk experience is required; training and guidance are provided to ensure accurate, retrievable records for colleagues.

Qualifications

• Experience in data entry or office administration is beneficial.
• Strong written English and careful attention to personal information are important.
• Ability to follow defined filing rules and maintain accurate records.

Responsibilities

• Receive digital files or notices from approved inboxes or shared locations.
• Check document reference, date and identifying information against related requests.
• Apply naming and filing conventions taught by the team.
• Record when an item arrived and its current stage without implying a review has occurred.
• Identify duplicates or mismatched references and escalate as needed.
• Request clearer copies or missing items using approved channels.
• Keep linked records together for easy retrieval by colleagues.
• Pass completed entries to the next reviewer with concise notes on outstanding questions.

Skills

Data entry

Written English

Attention to detail

Office administration

Tools

Electronic filing system

Spreadsheets

Email

Job description

Document Status Records Assistant

Office Administration | Records | Remote | Full-time or part-time | £24.00–£26.00 per hour

The value of a record is often in its status. A document may have arrived but still need a date checked; another may be complete but waiting for the right colleague to review it. In this role you would maintain a clear, searchable picture of where routine documents stand, using information the team has already received. The work is online, largely written and suited to someone who notices when a file name, reference or status does not agree with the source.

There is no need to have worked as a records clerk before. The employer can teach its document categories, naming rules and electronic filing steps. What matters at the outset is your willingness to handle information carefully, ask before making an uncertain change and leave a useful trail for the next person who opens a record.

The distinction you would protect: received, checked, returned for information and ready for review are different stages. You would not mark an item approved merely because it has been uploaded or because a sender says it is urgent.

The work can involve several small steps rather than one large project. You may compare a submitted document to an accompanying request, check that its identifying details match, enter the received date, save it under the correct reference and update the tracking entry. If a document is missing a page or is too unclear to use, the record should say what is missing and who has been asked about it. When a colleague later returns to the file, the history should make sense without guesswork.

Records work in practice

• Receive assigned digital files or notices from an approved inbox or shared location.
• Check the document reference, date and identifying information against the related request.
• Apply the naming and filing conventions taught by the team.
• Record when an item arrived and its current stage, without claiming a review has happened before it has.
• Identify duplicates or mismatched references and bring them to the appropriate person.
• Request a clearer copy or a missing item using an approved message when that falls within the role.
• Keep linked records together so a colleague can retrieve the relevant material.
• Pass completed entries to the next reviewer with a concise note about any outstanding question.
• Correct simple entry errors when authorised and leave the tracking information consistent.

This is careful office administration, not a role that interprets legal, financial or technical documents on behalf of the employer. The team will determine what counts as complete and who can approve a change. You would follow those boundaries and keep the records dependable. If a file appears sensitive or has been sent to the wrong place, you should use the employer’s instructions for handling it rather than forwarding it casually.

Tools and working habits

You may use an electronic filing system, a shared spreadsheet and standard email to coordinate questions. A specific software brand is not required. You should be comfortable opening a document, reading a short instruction, comparing two pieces of information and entering a correct status. There is a customer service element when you write to a sender about a missing item, but much of the day is spent making records usable for colleagues rather than holding long conversations with customers.

Accuracy does not mean spending unlimited time on a single entry. Once you know which checks are expected, you would use a repeatable sequence and flag exceptions. For example, if the reference on an attachment differs from the one in a covering email, you would note the mismatch and ask for guidance. You would not quietly change the reference so the two appear to match. The quality of a finished task is visible in its retrievable file, correct status and clear handoff.

Experience and support

Related experience in filing, data entry, customer service or office administrative work would be an asset, not an entry requirement. New applicants can learn the employer’s system with guidance. Transferable examples include keeping course materials organised, checking order details or updating a simple list for a team. Good written English, basic computer confidence and care with personal information are useful starting skills.

Remote work calls for a dependable way to manage assigned items and communicate when something is blocked. A suitable home office space may help with focused document handling. Full-time and part-time arrangements may be available, and the hiring team can explain the hours associated with the opening.

Compensation

Pay is £24.00–£26.00 per hour. The responsibility described here is accurate tracking and escalation, not independent approval of the underlying documents. The hiring team can explain the hours and its records process as the application progresses.