Senior Records Management Specialist (6 months FTC)

Hempsons; London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A leading law firm in London seeks a Senior records management specialist to deliver exceptional service in managing records and files. You'll handle file creation, labeling, data entry, and coordinate scanning and retrieval projects, ensuring adherence to confidentiality and internal procedures. This role offers a hybrid working environment, providing flexibility while requiring strong legal records experience and communication skills.

Benefits

Private health insurance

Life assurance & critical illness cover

Season ticket loans

Cycle-to-work scheme

Qualifications

• Prior legal records experience required.
• Strong written and oral communication skills.
• Intermediate Windows 10 skills necessary.

Responsibilities

• Manage legacy archive issues and document scanning.
• Maintain records confidentiality and adhere to retention policies.
• Coordinate records projects with IT and vendors.

Skills

Attention to detail

Communication skills

Interpersonal skills

Teamwork

Data management

Confidentiality

Education

Prior legal records experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Iron Mountain software

O'Neil Bridge software

Adobe PDF

Job description

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

REPORTING TO: Head of Facilities
HOURS: 09.00 - 17.30 Monday - Friday
LOCATION: London

Recruitment Agencies need not apply. Only direct candidates are being considered.

About Hempsons

With 250 staff and lawyers working across our five offices nationwide, Hempsons is a leading law firm for the health and social care, charity and social enterprise sectors. We help clients overcome a constantly evolving list of challenges. Our aim is to provide outstanding legal services that deliver the best possible client outcomes whilst nurturing a culture that makes us a "great place to work".

The Role:

The Senior records management specialist will be responsible for delivering exceptional customer service to our clients within a corporate law firm environment. Work requirements include file creation, labelling, retrievals, transfers, destruction, tracking and also document scanning. This position requires regular professional written and verbal communication with our clients, other departments and vendors. Coordination of records scanning and retrieval projects with other departments and external vendors is also required for this position.

Core Duties and responsibilities although not limited to:
• Review and manage legacy archive issues
• Prepare procedure and process management system for records management
• Liaising with the Head of Facilities and IT Project Manager to ensure timely delivery on projects.
• Experience in data management and the digitisation of hard records
• Ability to learn new technologies and adapt to changing priorities and modes of work in a virtual environment
• Following all established internal Records procedures
• Creation of new files and revision of existing files
• Data entry into the records management database
• Adhering to document retention policies and progress file destruction program
• Labelling, moving and shelving files
• Follow-up on checked-out files
• Process and file incoming records under their respective client matters
• Coordinate and track scanning projects between Records and other departments
• Daily scanning of documents using computer desktop scanners and Adobe PDF
• PDF quality control, profiling and saving to the Document Management System
• Using a handheld barcode scanner to track the location and movement of internal files
• Track and retrieve files from internal or external locations as needed for client requests
• Processing inactive and closed files in preparation for transfer to off-site storage
• Work with offsite storage vendors on retrieval/storage of files via web interface or phone
• Routing and tracking of locked shred bins managed by Records for the firms' offices
• Maintaining tracking logs as required
• Research of client and matter information in various firm databases as needed
• Any other reasonable request
• Maintaining the highest levels of confidentiality of all firm records and files

Candidate specification:
• Prior legal records experience required
• Excellent attention to detail and strong consistent task focus
• Professional, effective written and oral communication skills
• Excellent interpersonal and teamwork skills
• Effectively complete tasks without constant supervision
• Ability to multi-task and meet multiple deadlines
• Intermediate Windows 10 based computer skills required
• Good working skills in Microsoft Word, Excel and Outlook required
• Working knowledge of record management software (Iron Mountain and O'Neil Bridge)
• Document scanning and Adobe PDF toolset experience preferred
• Ability to handle sensitive and/or confidential materials required

What can we offer you?

Our benefits package is designed to enable all colleagues to thrive in an inclusive and supportive environment. These benefits range from private health insurance, life assurance & critical illness cover protection to season ticket loans, cycle-to-work scheme and much more.

We have a hybrid working environment, so you will have the flexibility to work at home and come into the office.

Hempsons is an equal opportunities employer

Hempsons is committed to providing equal opportunities for all and to encouraging diversity through recruitment. Applications are welcome from all sections of the community and decisions to progress will be made with reference to entirely objective criteria only.