Archivist in Montrose

Better places, thriving communities.

The role is responsible for maintaining both electronic and hardcopy documentation throughout its lifecycle in accordance with the Quality Management System (QMS) and Global Records Retention Schedule (GRRS). This includes archiving and destruction of all Site Batch documentation in line with regulatory, QMS, and GRRS requirements. The role ensures that master copies of documents are securely stored, archived, retrievable, and reviewed or destroyed according to company policies and processes. The position also involves maintaining GxP documentation from retention through to archive, managing requests for archived Site GxP and Regulatory documentation, and storing and making Site Batch documentation available for viewing when required.

In general, the role ensures that all services are delivered in line with agreed service levels in an efficient, professional, and customer-focused manner. Queries and problems must be handled promptly and professionally, with all operational issues communicated to the Line Manager in a timely way. The role also involves monitoring the performance of third-party suppliers and reporting any service issues. Responsibility for safe working practices is essential to protect personal safety and the wellbeing of others on site. The role requires maintaining client and Mitie standards while consistently providing a high level of customer service.

Key duties include:

• Meeting all deadlines and service requests within agreed cut-off times and clearly communicating when deadlines cannot be met.
• Escalating any issues or concerns to the Line Manager.
• Carrying out daily routines accurately and on time following correct procedures.
• Taking a proactive approach to address customer concerns and service requests.
• Working closely with customers, colleagues, and third-party suppliers to ensure all requests are completed within agreed service level agreements (SLAs).
• Maintaining a tidy work environment.
• Collaborating with management and clients to resolve concerns and deliver the best possible service.

The position also requires:

• Working safely at all times, identifying and escalating potential health and safety risks.
• Promoting the aims and values of Mitie on site.
• Carrying out reasonable requests from Line Management.
• Completing general administrative duties related to Records Management.
• Supporting records-related projects where required.
• Registering and processing customer requests.
• Handling sensitive, confidential, and personal information.
• Providing additional support to dedicated service teams.

The ideal candidate will have knowledge of the QMS, particularly Global Quality Policies and Guidelines for Document Management, along with a strong understanding of GMP, compliance, and regulatory expectations. Excellent written and verbal communication skills are essential, alongside strong planning, organisational, and time management abilities. The role requires a proactive, self-motivated individual who can work independently or as part of a small team, demonstrates flexibility in problem-solving, and maintains exceptional attention to detail. Proficiency in MS Office and Adobe applications, strong customer service experience, and a commitment to high standards of timekeeping are also required.

Health and safety responsibilities include:

• Following Mitie and Group Company policies and procedures at all times.
• Reporting any deficiencies in systems of work or equipment that could impact service delivery or health and safety.
• Using work equipment and personal protective equipment (PPE) correctly in line with training received.
• Reporting any issues or additional training needs to the Line Manager.

Information security responsibilities require strict compliance with Mitie's information security procedures in all activities. The role involves proactively identifying and reporting potential security risks, as well as reporting any actual or suspected security incidents to the Line Manager or an appropriate Mitie Manager.

Our market-leading offering provides you with benefits that suit your lifestyle. We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.

When you join us, we’ll give you a link to our flexible lifestyle benefits platform, Choices. You might choose to purchase up to five extra days’ holiday each year. You might buy critical illness insurance, seek dental treatment or buy technology products at an affordable cost. There are many choices!

We give you access to high street discounts from thousands of well-known retailers, gyms and more through our MiDeals platform. And we have a cycle-to-work scheme. Life cover of up to four times your salary is available. We also offer enhanced pension contributions, a save-as-you-earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).

We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there’s a chance to scoop a top prize of £10!

Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.

We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments, changes or do anything differently during the recruitment process, please let us know by emailing at.