Office Administration Records Transfer Assistant

HRS Talent Solutions; Slough; Remote; GBP 41,000 - 44,000; Full time

Job summary

HRS Talent Solutions is seeking an Office Administration Records Transfer Assistant for a remote role in the United Kingdom. The position focuses on traceability, preparing an Archive Transfer List, and verifying file references during approved transfers.

The candidate will compare lists to source files, flag discrepancies, and ensure adherence to the scope while maintaining a reliable audit trail. Training on the online storage system and file naming will be provided.

Qualifications

• Previous office administration or records experience helps but is not required.
• Clear communication and traceability are important in a remote role.
• Ability to follow established archive procedures without altering retention policy.

Responsibilities

• Prepare the Archive Transfer List and record each completed move.
• Compare the supplied list with the files in the source folder and note any missing or differently referenced items.
• Flag discrepancies and ask for clarification before moving items.
• Ensure transfers follow the defined scope and leave a usable audit trail.
• Update the transfer list with completed actions and any exceptions.
• Communicate clearly with colleagues about why an item did not transfer or where to find it.

Job description

Office Administration Records Transfer Assistant

Office Administration · Records Transfer · Remote
£29.75–£31.75 hourly | Full-time or part-time

Know which records have moved

When a team transfers approved digital records from a working folder to an archive, it needs a dependable list of what went where. The Archive Transfer List Assistant prepares that list, checks file references and records the completed move under the employer’s instructions. This remote role is about traceability. You would not decide that a document has reached the end of its retention period, delete a record or set the organisation’s archive policy.

The task begins with an authorised transfer instruction naming a set of files or a completed project. You would compare the supplied list with the files available, note an item that is missing or has a different reference, and ask for clarification before moving it. A file with an old date is not automatically ready to archive. The responsible team determines scope; you make sure the transfer follows that scope and leaves a usable record.

The transfer record

For each item, the list should show the original reference, the destination specified by the team and whether the move has actually happened. If a file could not be accessed or had a naming conflict, mark it as unresolved rather than adding it to the completed count. You may also check that a file opens in its approved destination and that a colleague can locate it using the list. The work product is a reliable trail, not merely a tidy-looking folder.

Sometimes an archive contains a previous version with the same name. You would flag that fact for a decision instead of overwriting it. If a transfer instruction includes a record outside your permissions, pass it to the authorised colleague. You should not copy sensitive materials into an unapproved shared location to get around an access issue. The employer will teach the online storage system, file naming and approved transfer steps.

Keep an exception separate from a completed move:

• A file appears on the instruction list but cannot be found in the source folder.
• Two files share a name and the destination already contains one of them.
• A permission setting prevents an authorised transfer.
• The file moves but fails the destination access check.

Each situation needs a distinct note and possibly a different colleague. A single ‘not transferred’ label would make the exception list harder to resolve.

A transfer can involve:

• Reading the authorised list and identifying the files in scope.
• Comparing file names, references and counts with the source folder.
• Recording a missing, inaccessible or conflicting item.
• Moving only the files the procedure permits you to handle.
• Checking that the destination contains the intended file.
• Updating the transfer list with the completed action.
• Asking about a duplicate name before overwriting anything.
• Sending a concise completion or exception note to the requesting colleague.

The role is a good match for someone who likes methodical work with a clear finish. It still calls for communication. A colleague may need to know why an item did not transfer or where to find a file afterward; a factual answer is part of internal customer service. You should avoid describing an unresolved item as complete just because most of the set moved successfully. A final exception list can save someone a longer search later.

Previous office administration or records experience helps but is not required. Applicants with little experience can learn the employer’s system if they are comfortable using digital folders, comparing filenames and writing a short status note. Transferable examples include organising course files or maintaining a shared project folder. You do not need to know records law or make independent retention decisions. Training covers the steps assigned to this role.

The work is online and remote. A home office area can help you keep a transfer list and two digital folders in view without mixing up records. Full-time or part-time arrangements may be available, and the rate is £29.75–£31.75 per hour. The employer will explain the permissions and archive location for the real opening.