Staff Acknowledgement Record Assistant

Hrstalentsolutions; Tees Valley; Remote; GBP 37,000 - 39,000; Full time

Job summary

Hrstalentsolutions is seeking a Staff Acknowledgement Record Assistant to support administrative tasks in a remote records role. You will manage online confirmations, ensure accuracy of document versions, and keep a clean master list with pending items clearly identified.

Training will be provided to learn the system and processes. This is an introductory records position suitable for candidates with prior office administration or HR support experience who can work independently in a home office

Qualifications

• Experience in office administration or HR support is helpful but not required.
• Introductory records role with employer training on systems and procedures.

Responsibilities

• Record confirmations against reference documents and check sender identity.
• Log confirmations in the online system and mark items complete when received.
• Identify duplicates or ambiguous names and seek clarification.
• Maintain an accurate pending list and follow approved reminders as instructed.
• Provide a factual status summary to the authorised team.

Skills

Office Administration

Internal Records

Remote

Job description

Staff Acknowledgement Record Assistant

Office Administration | Internal Records | Remote
Full-time or part-time | £26.50–£28.50 hourly

When an organisation asks staff to acknowledge receipt of an approved document, someone needs to keep the response record current.

The Staff Acknowledgement Record Assistant checks the online list, records confirmations that have actually been received and identifies items still awaiting a response. This remote position is administrative. It does not involve writing workplace policy, assessing whether a person understood it or deciding a consequence for someone who has not acknowledged it.

An acknowledgement is a recorded action

A document may be sent to a team, but that does not mean every person has confirmed receipt. You would compare the approved distribution list with the confirmations returned through the specified channel. A reply that says ‘I will read it later’ is not necessarily the acknowledgement the employer requires; the team will explain its definition. If a name appears twice or a staff member has moved departments, you would flag the discrepancy before changing the master list without authority.

The work may take place through an online form, shared spreadsheet or internal system. You would check that the version of the document named in the record matches the one distributed. An acknowledgement of an older version should not be silently treated as one for a replacement. If the team asks you to send a routine reminder, you would use the approved wording and recipient list. You should not add a personal warning about employment consequences or disclose who has and has not replied to unrelated colleagues.

The steps that keep the list dependable

An assignment may begin with a list of intended recipients and a document reference. You would record incoming confirmations against that reference, check the sender’s identity according to the team’s process and mark the item complete only when the required response is present. Where a response is missing, keep the status open. At a specified point, you may prepare a list of pending acknowledgements for the person who manages the process. That person decides whether and how to follow up.

Possible duties

• Match an incoming acknowledgement to the correct person and document version.
• Record the date of a confirmation in the designated online system.
• Spot a duplicate or ambiguous name and ask for clarification.
• Keep a pending list accurate without assuming silence means agreement.
• Send an approved reminder when the responsible colleague instructs you to.
• Check that the reminder goes only to the intended recipients.
• Provide a factual status summary to the authorised team member.
• Preserve the record of a correction when the procedure requires it.

The work calls for discretion. You may see information about staff who are away or whose status is being checked. You would record only what the system and instructions require, and refer unusual questions to the responsible team. A colleague asking whether a policy applies to them needs an authorised answer; your customer service skill is to route the question helpfully rather than interpret the document yourself.

A version change needs particular care. If the same document title is used for a revised edition, the record should still show which version each acknowledgement concerns. You would follow the team’s reference convention rather than copying a previous completion date into the new list. An accurate pending status can be useful even when it means the summary is less tidy. It tells the responsible colleague what actually remains to be done.

Previous office administration or HR support experience is helpful but not required. This is an introductory records role, and the employer will train newcomers on the system and procedures. You should already be able to check names and dates, follow a written list and write a polite short message. A person who has tracked attendance or responses for a class or volunteer group may have relevant transferable experience. No HR qualification is needed for the limited recording duties described here.

Full-time and part-time schedules can both suit this remote records work. A private home office setting supports careful handling of staff responses. The hourly range is £26.50–£28.50. The company will explain who is authorised to receive status information.