The Office Services and Facilities Team

Our Office Services and Facilities teams are in place to support all of our colleagues with the day to day running for the office - enabling them to deliver a smooth service to our clients.  As a team, we are responsible for delivering all front of house, postal and admin services in all locations.

The Records Assistant Role

Our Records Assistants are responsible for the coordination of all archive related enquires and issues across all offices, while working closely with our central archive storage site to ensure all requests are dealt with in a timely and efficient manner.

Your role will include:                               

• Knowledge of processes & policy for the storage, retrieval and destruction of all wills and deeds and other documents when required as per tasks set on case management system
• Assisting with projects to aid in the efficient and cost-effective management of all deeds and wills and other documents which includes full audits of the strong rooms
• Dealing with enquiries from fee earners regarding the storage of deeds, wills and other documents
• Liaising with Admin Support Assistants in location based offices to ensure they are happy with deed, Will and other document archiving. Advising and support them with the daily logging in and out of deeds, Wills, Probates, Enduring / Lasting Power of Attorneys and securities when required
• Working closely with the central storage facility in Gorse, answering any enquiries and fielding any problems that may have arisen
• Assisting in any destruction programmes as required
• Understanding of the Central Office Services (COS) role regarding Post Duties, Reprographics and Reception Duties. 

 Knowledge, skills and experience required

• Possess an in-depth knowledge of archiving procedures and relevant policies and have experience of archiving and file destruction
• Have a full understanding, or an awareness of, the destruction time limits of the files
• Sound knowledge of filing systems
• Possess excellent organisational skills
• Proactive with the ability to prioritise work and working to deadlines
• Excellent Communication and inter-personal skills
• Able to act with honesty and integrity at all times
• Be patient and able to apply a methodical approach to your work
• Willingness to undertake training as and when required
• Remain confidential at all times
• Be willing to travel to different office locations as and when required

 Ashtons Legal is an equal opportunities employer and we welcome applications from all communities and backgrounds.