Legal Records Clerk

Records Clerk

Job title: Records Clerk

Salary: £32,000

Location: London

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 9am-5:30pm with 1 hour unpaid break

Williams Lea seeks a Records Clerk to join our team!

Williams Lea is the leading global provider of skilled business-critical support services to financial, legal and professional services firms.

Sound good so far? Then this is the perfect position for you and you are just the individual that we are looking for!

Purpose of role

The Records Analyst is responsible for delivering exceptional customer service to our clients in Records services, specializing in matter mobility, digital and electronic records systems, information governance and supporting other general records duties, as needed.

KEY RESPONSIBLITIES:

• Following all established internal Records procedures
• Data entry into the records management database
• Adhering to document retention policies
• Labelling, moving and shelving files
• Participate in diverse ongoing Records projects regularly
• Coordinate and track 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
• Research of client and matter information in various firm databases as needed
• Working on any other reasonable request for Records related assistance
• Maintaining the highest levels of confidentiality of all firm records and files

ROLE REQUIREMENTS:

• Creation and editing of Labels, Filing, Retrievals and Deliveries, Sending Offsite, Recalling from Vendor, Follow-up on checked-out files Destruction
• Process incoming file transfers to their respective client/matters
• Process outgoing file transfers
• Researching on DM and Records Software for client’s specific needs
• Electronically uploading PDF’s into the DM
• Shifting Existing Files and/or setting up Files
• Identifying documents based on type and content
• Project management utilizing Excel and other apps

PERSON SPECIFICATION:

• Experience in law firm records management system
• Working knowledge of IRM preferred (previous experience with a Records Management Program required)
• eDocs DM experience required
• Document scanning and Adobe PDF toolset experience preferred
• Strong initiative required; ability to work independently with minimal direct supervision
• Excellent attention to detail and strong consistent task focus
• Professional, effective written and oral communication skills
• Excellent interpersonal and teamwork skills
• Effectively complete tasks without constant supervision
• Ability to multi-task and meet multiple deadlines
• Intermediate Windows 10 based computer skills required
• Good working skills in Microsoft Word, Excel and Outlook required
• Ability to handle sensitive and/or confidential materials required
• Ability to function with a high level of patience, tact and diplomacy in handling any “complaint” situations
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time
• Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.)
• Must be able to lift up to 50 lbs. and push carts full of files on a regular basis
• Capacity and willingness to climb short ladders/step stools

The Package:

Private Medical Insurance, Life Insurance/Life Assurance, Company Pension, Corporate Eye Care, Personal Accident and Company Sick Pay. Additional benefits such as Dental Insurance, Childcare Vouchers, Gym Membership, Charity Donations, Employee Offers, Retail Vouchers and Season Ticket Loan are offered at a discount on a salary sacrifice basis. You will also have the opportunity to work for a global employer; and dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects.

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

Please note: Due to the high volume of responses received for this role we will not be able to contact all applicants directly. If you have not heard from us in four weeks please consider your application unsuccessful.

Job Types: Full-time, Permanent

Salary: £32,000.00 per year

Benefits:

• Life insurance
• Private medical insurance
• Referral programme
• Sick pay

Schedule:

• Day shift
• Monday to Friday
• No weekends

Work Location: In person