Records Lead

Owen Reed; England; On-site; GBP 45,000 - 60,000; Full time

Job summary

A leading law firm in the UK is seeking a Records Lead to manage records operations across multiple offices. You will lead a team, oversee vendor management, and ensure compliance with data protection and retention policies. The successful candidate will possess strong communication skills, IT literacy with Elite 3E RMS, and proven management experience. This role is office-based in London with occasional travel to other UK cities.

Qualifications

• Strong IT literacy; Elite 3E RMS experience is essential.
• Background within Records services, ideally in a professional services environment.
• Proven management or supervisory experience.

Responsibilities

• Lead and develop a Records team of three across London and Glasgow.
• Oversee external contractors and vendors, ensuring SLA compliance.
• Destroy files in accordance with firm policy and UK GDPR.
• Work closely with Facilities and internal stakeholders across all offices.

Skills

Proven management experience

Strong customer-service approach

Excellent communication skills

IT literacy, specifically in Outlook and Excel

Understanding of data protection principles

Tools

Elite 3E RMS

Job description

Owen Reed is looking for a Records Lead for a top law firm in London.

This is a fantastic opportunity for an experienced Records professional to take on a key leadership role within a major international firm. The position is office-based (09 : 30–17 : 30) and includes occasional travel to Milton Keynes, Edinburgh, Glasgow and Dublin.

As the Records Lead, you will oversee end-to-end Records operations across multiple UK and Ireland offices, ensuring efficient service delivery, team leadership and full compliance with data-protection and retention policies.

Key Responsibilities

Leadership & Vendor Management

• Lead and develop a Records team of three across London and Glasgow.
• Set objectives, conduct one-to-ones and manage performance reviews.
• Oversee external contractors and vendors, ensuring SLA compliance.
• Review and enhance Records processes to improve efficiency and reduce admin burdens.
• Plan and deliver Records projects, reporting risks, progress and benefits.

Registrations, Retrievals & Deeds

• Register and barcode incoming archive and deeds items in Elite 3E RMS.
• Process retrievals, manage deliveries and maintain accurate check-in / check-out records.
• Prepare consignments for collection and manage permanent withdrawals.
• Complete registration forms and schedules for fee-earner secretaries.
• Carry out special Records-related tasks as required.

Compliance, Destruction & Documentation

• Destroy files in accordance with firm policy, retention schedules and UK GDPR.
• Maintain chain-of-custody and full audit trails for all Records movements.
• Retain certificates of destruction for audit and compliance.
• Support Business Continuity and Health & Safety processes related to Records.

Collaboration & Communication

• Work closely with Facilities and internal stakeholders across all offices.
• Provide clear, professional written and verbal communication to colleagues and providers.
• Resolve operational issues promptly and effectively.

General Role Requirements

• Ability to carry out minor maintenance of equipment (training provided).
• Willingness to travel to MK, Edinburgh, Glasgow and Dublin.
• Strong IT literacy; Elite 3E RMS experience is essential.
• Background within Records services, ideally in a professional services environment.

Skills & Experience

• Proven management or supervisory experience.
• Strong customer-service approach and pragmatic problem-solving skills.
• Confident in Outlook, Excel and barcode / label equipment.
• Excellent communication skills, both written and verbal.
• Strong understanding of data protection and file retention principles.

Desirable Qualifications (training can be provided)

• IOSH Working Safely / Managing Safely
• Manual Handling training
• Risk Assessment awareness

Personal Attributes

• Professional, confident and discreet.
• Highly organised with excellent prioritisation skills.
• Flexible, adaptable and a collaborative team player.
• Able to work under pressure and meet deadlines.