Records Management Co-ordinator

Join to apply for the Records Management Co-ordinator role at CMS UK.

We are currently recruiting for a Records Management Co-ordinator, based in our Glasgow office. Reporting to the Records Manager, this 100% office-based role will be responsible for carrying out all duties in line with operational procedures and will assume ownership of the service in the Records Manager’s absence.

About the Role

Key Responsibilities

• Manage incoming and outgoing records by monitoring email requests.
• Add new files and deeds to the records management database.
• Coordinate deed and file requests with off‑site storage vendors.
• Check deliveries in and out of the firm and maintain accurate records.
• Deliver and collect files, deeds, and boxes to/from fee‑earners within agreed SLAs.
• Conduct regular floor walks to ensure timely return of retrieved items to storage.
• Perform general filing duties and support ad‑hoc projects as required.
• Enter accurate, high‑quality data into relevant systems and platforms.
• Resolve anomalies in box/deed schedules through liaison with internal clients.
• Prepare items for storage, including label production.
• Process email, phone, and written requests for file and deed retrievals within SLAs.
• Search archive databases for retrieval items.
• Liaise with storage suppliers to resolve queries.
• Physically check returned items from storage suppliers.
• Check out files on the database prior to distribution.

Relationships

• Liaise with internal and external clients regarding records in both on‑site and off‑site storage.
• Collaborate with and support internal and external Xerox team members.

Technical Competence

• Ideally, previous experience in Records Management.
• Performs duties to a high standard, exceeding job requirements.
• Demonstrates detailed knowledge of relevant office procedures.
• Consistently produces accurate, error‑free work.
• Proficient in necessary IT systems, platforms, and equipment.

Self‑Awareness

• Demonstrates active listening and seeks clarification when needed.
• Maintains professional behaviour in all interactions.
• Responds positively to feedback and strives for continuous improvement.

Motivation & Values

• Takes ownership of job satisfaction and career development.
• Eager to learn and improve work practices.
• Demonstrates integrity and professionalism.
• Maintains enthusiasm and high standards in role execution.
• Upholds excellent timekeeping and attendance.

Leadership

• Positively contributes to team vision and goals.
• Displays enthusiasm and a proactive attitude.
• Acts as a role model to peers and junior team members.

Management

• Plans and organises time effectively to meet objectives.
• Identifies issues and seeks timely support when needed.
• Keeps supervisors informed and seeks clarification when appropriate.
• Adheres to established processes and procedures.

Communication & Collaboration

• Works collaboratively with team members.
• Shares information openly and proactively.
• Contributes to continuous improvement and knowledge sharing.

Client Care

• Maintains a client‑focused approach.
• Clarifies client needs when uncertain.
• Adapts flexibly to meet client requirements.
• Delivers work that meets or exceeds client expectations.
• Engages relevant stakeholders to fulfil client needs.

About You

We will invest in your ongoing training and development to support your professional goals and help you to thrive in your role from day one. Our opportunities are open to all suitably qualified applicants, so to be considered for this role, you must meet the following skills and experience:

• Consistently demonstrates appropriate verbal and non-verbal communication with clients and colleagues, whether in person, over the phone, or in writing.
• Projects a professional, approachable, and friendly image at all times.
• Maintains a clean, tidy, and well-organised working environment.
• Displays tact, courtesy, and diplomacy in all interactions.
• Strong IT skills.
• Familiarity with internal Records Management systems.
• Basic understanding of external Records Management systems.
• Ability to work independently, methodically, and in a well-organised manner.

Benefits

• Competitive basic salary (reviewed annually)
• Flexible, hybrid working policy
• Generous bonus scheme
• Up to 25 days holiday (rising to 28 days with service)
• Holiday exchange scheme
• Private medical insurance
• Enhanced parental leave
• Reasonable adjustments and accommodation for disabled talent in accordance with the Equality Act 2010.

We want to reward you today and help you plan for tomorrow. We appreciate that everyone is different, therefore we have designed a benefits system that offers choice and flexibility based on individual needs and lifestyles. To name a few, these include the benefits listed above.

If you would like to read more information regarding our range of benefits, please visit our Rewards & Benefits page on our website.

Please note that we have a preferred agency panel in place. Only applications submitted via the portal at the point of instruction will be accepted.

Seniority Level

• Entry level

Employment Type

• Full‑time

Job Function

• Administrative

Industries

• Law Practice