Archivist in Peacehaven

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.
• Working collaboratively 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, and promoting the aims and values of Mitie on site. The role includes carrying out reasonable requests from Line Management, completing general administrative duties related to Records Management, and supporting records-related projects where required.

Additional responsibilities include:

• 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, and using work equipment and personal protective equipment (PPE) correctly in line with training received. Any issues or additional training needs must be reported 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.