Assistant Deeds Archivist

Assistant Deeds Archivist
International Law firm
London
£27,000-£30,000

An international, top50 law firm are currently looking to recruit an assistant Deeds Archivist to join the team. The successful candidate will provide administrative support across the team. The majority of the work will come either directly from the Deeds Archivist , but also through the work allocated by the Hub Leader (HL)/Practice Assistants (PA)/Legal Support Assistants (LSA) and Administrative Assistants (AA). The role is to support with the effective and secure handling of deeds held by the Firm.

Duties will include:

Taking instruction from the Deeds Archivist to undertake admin tasks relating to archiving/file requests
To obtain knowledge of client specific protocols and processes, and building these into current practices, working with the Deeds Archivist and the Practice Governance and Risk Group and Client Partners where required.
Handle and securely store deeds adhering to the Firms policies and procedures
Arranging for deed records to be correctly placed in the Firms and the storage companies online deeds database.
Requesting and processing deeds from other offices and from the storage company as needed.
Re-assign deeds which are in the name of a leaver or any general change in fee earner when notified.
Maintenance of deeds records, ensuring receipted schedules are attached to any closures as and when received.
Ensure deeds received IN are booked out on the Firms Deeds database
Scheduling and sending out of deeds ensuring secure transportation
Answering any enquiries raised from internal colleagues
Assisting the HL/PA/LSA/AA with scheduling
Assisting the HL/PA/LSA/AA with general office administrative tasks where capacity allows (e.g. scanning, printing, assisting with post and deeds in the rolling shelving etc)
Checking deeds and schedules for accuracy and updating where necessary
Any other administrative duties required in this role
Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with HL and Deeds Archivist where challenges arise
Checking client and internal data for accuracy
Ensuring compliance with firm wide/department policies and procedures
Maintain a high standard of customer service within your area of responsibility
Adhere to all firm policies and procedures
Consistently and appropriately update service users on progress where appropriate

The Candidate:
Relevant office-based archivist experience
An aptitude for archivist management and processes
Intermediate knowledge of Microsoft Office
An effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times
Good organisational skills and ability to manage own time effectively within a fast-paced environment
Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges

If you have the relevant experience and would like to discuss further, please send your CV to rio@douglas-scott.co.uk