Archive Officer in Coventry

Location: Coventry, CV6

Contract Length: 3 Months (Possibility of extension)

Payrate: £12.90 per hour via PAYE

Working Arrangement: Fully Onsite

JOB PURPOSE

To receive and process files/documents recovered from solicitors following the SRA’s intervention into a firm of solicitors. To receive and process requests for files/documents which may be held in the SRA’s intervention Archive. You will also make collections from clients and attend solicitor’s offices to collect boxes of documents which are returned to Coventry.

KEY RESPONSIBILITIES

• Inspect and analyse client files, original legal documents and accounting material recovered from Interventions – index onto database - as per procedures
• Receive, assess and acknowledge incoming documentation and direct appropriately
• Log incoming post onto our in-house database and create physical files
• Link incoming documents to existing applications and update records
• Interrogate databases and spreadsheets to locate information regarding interventions, requests and files and documents
• Determine ownership of files and documents and the authority needed for the release
• Sift files and redact documents prior to release
• Handle incoming telephone calls and emails from clients and solicitors, provide updates on cases and explain actions needed and reasons why
• Take responsibility for chasing information and keeping clients updated
• Support the intervention process
• Drive a van
• Attend third party sites to collect/deliver files
• Assist with loading and unloading of incoming and outgoing boxes and files
• Ensure any mechanical handling equipment is operated safely and securely
• Maintain accurate records and logbooks as per instructions
• Sort files and maintain accurate filing systems in line with agreed processes
• Ensure all aspects of confidentiality are strictly observed
• Comply with Health & Safety instructions and guidance
• Provide support as and when required to the Team Leader including any other tasks which will be in line with customer and business needs
• Ensure all responsibilities to be carried out in line with local and company guidelines

KEY SKILLS & QUALIFICATIONS

• GCSE Maths and English
• Full Driving Licence – Willingness to Travel
• Good knowledge of MS Office and a working knowledge of general IT systems
• Excellent communication skills both oral and written with the ability to communicate at all levels
• Excellent customer service skills – the ability to effectively communicate clearly with demanding customers
• Excellent attention to detail with the ability to work accurately under pressure and “right first time” approach
• Excellent organisational skills, ability to prioritise work and multi-task
• Ability to work to tight deadlines
• Ability to follow processes and procedures
• Ability to work with minimal supervision on routine matters but recognise when escalation or further guidance is needed
• Ability to work as part of a team
• Ability to work flexibly in a changing environment with a “can do” attitude with all tasks in line with customer and business requirements
• Experience of manual handling
• Ability to identify risks and apply health and safety procedures
• Flexibility with hours – may be required to work overtime

If shortlisted, a recruiter from the team will contact you within 24-48 hours for an initial discussion. The call will come from a Manchester number (either 0161 or +44 161).