Archiving Assistant (12 Month FTC)

Closing date: 21/02/2025
Term: Contract
Duration: 1 year
Working hours: Full-time ( 9:30am - 5:30pm, Monday - Friday and as required, flexible applications considered)
Reports to: Administrative Assistant Team Leader
Department: Central Operations
The firm

Kingsley Napley is an internationally recognised law firm based in Central London. We support individuals and businesses in resolving conflict, safeguarding their futures and maximising opportunities. Our wide range of expertise means that we can provide support for our clients in all areas of their business and private life. Many of our lawyers are leaders in their field and our practice areas are highly ranked by the legal directories.

The department

Building & Central Operations

Purpose of job

The Archiving Assistant will work within a team of six and will be responsible for assisting with the day to day duties of the archiving function. They will work closely with all team members to provide archiving and administrative support as required, adhering to internal service level agreements and policies as well as SRA compliance requirements.

Responsibilities
  • Creation of new files and revision of existing files
  • Updating data on the records management database
  • Labelling, moving and shelving of physical files
  • Any follow-up on checked-out files as needed
  • Processing and filing incoming records under their respective client matters
  • Supporting with ongoing records projects
  • Coordinating and tracking 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
  • Maintaining daily productivity tracking logs of all department activities and projects
  • Research of client and matter information in firm databases as needed
  • Working on any other reasonable request for records related assistance
  • Supporting the wider team with any additional duties, as and when required
Additional information

Every effort has been made to ensure that this is a full description of the tasks and responsibilities of this role. However, it is not an exhaustive list. The job description may be changed or developed at any time to reflect changes as required.However, changes will not be made without full consultation with the post holder.

Equal opportunities

Kingsley Napley are committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will be considered for employment regardless of race, age, disability, gender identity, sexual orientation, gender reassignment, marriage and civil partnership, pregnancy and maternity and religion.