Records Lead

Michael Page (UK); Greater London; On-site; GBP 40,000 - 45,000; Full time

Job summary

An international law firm in Greater London is seeking a Records Manager to oversee a team and improve records practices. The ideal candidate will have management experience, excellent communication skills, and proficiency in Elite 3E RMS. Responsibilities include managing retrievals, overseeing service providers, and ensuring compliance with data protection laws. The position offers a salary between £40,000 - £45,000, depending on experience, plus benefits and requires flexibility to travel as necessary.

Qualifications

• Previous management experience is essential.
• Strong customer-service focus with a pragmatic approach required.
• Must be proficient in Elite 3E RMS or similar systems.
• Experience in Records/Information Management necessary.
• Excellent communication skills are a must.
• Understanding of data protection laws required.
• Flexibility to travel for work is necessary.

Responsibilities

• Line-manage a team of three, setting objectives regularly.
• Direct and oversee service providers to meet SLAs.
• Review and improve Records practices to streamline processes.
• Plan and deliver Records projects, reporting on progress.
• Barcode and register all archive items in Elite 3E RMS.
• Process retrievals and check-in/check-out items accurately.
• Maintain accurate chain-of-custody records.

Skills

Management experience

Customer-service focus

Proficient user of Elite 3E RMS

Excellent telephone manner

Written communication

Understanding of data protection

Flexibility to travel

Tools

Elite 3E RMS

Outlook

Excel

Barcode scanners

Job description

Overview

• Work for a large international law firm
• Brand new role with managerial responsibilities and a little travel

About Our Client

The hiring company is an international law firm with an fabulous reputation.

Job Description

• Line-manage a team of three setting objectives and conducting regular one-to-ones/performance reviews.
• Direct and oversee external contractors/service providers, ensuring services meet agreed SLAs and are delivered on time.
• Review and improve Records working practices to streamline processes and reduce unnecessary administration.
• Plan and deliver ad hoc Records projects, reporting progress, risks and benefits.
• Barcode and register all incoming archive and deeds items in Elite 3E Records Management System (RMS), including file/box contents where provided on storage forms or schedules.
• Return one copy of the completed registration form/schedule, with storage details added, to the relevant fee-earner's secretary.
• Process retrievals: search Elite 3E RMS, order items via providers' web portals, receipt/sign for deliveries, and check-out/check-in items accurately on return.
• Prepare consignments for collection (e.g., fill storage cages, arrange collections with the storage provider).
• Manage permanent withdrawals and update Elite 3E RMS to reflect final disposition.
• Undertake special Records-related tasks as required.
• Destroy client files in line with firm policy, retention schedules and data-protection requirements (e.g., UK GDPR); obtain and retain certificates of destruction.
• Maintain accurate chain-of-custody records and audit trails for all movements.
• Support Business Continuity and Health & Safety procedures relevant to Records operations.

The Successful Applicant

• Previous management experience.
• Strong customer-service focus with a pragmatic, can-do approach.
• Essential: proficient user of Elite 3E RMS (or equivalent records system) and confident with standard IT tools (e.g., Outlook, Excel, barcode scanners/labels).
• Experience in Records/Information Management within a professional services environment.
• Excellent telephone manner and written communication.
• Understanding of data protection and retention principles applicable to Records.
• Minor maintenance of business equipment (training provided).
• Flexibility to travel to MK, Edinburgh, Glasgow ad Dublin as required.
• IT literate, Elite 3E RMS essential.
• Experience within Records services.

What's on Offer

£40,000 - £45,000 (depending on the candidate) plus benefits