Archives Assistant

Summary

We are currently looking to recruit an Archives Assistant to join our General Services team.

The aim of the archiving team is to provide the correct accurate information to the customer in the most time efficient manner as possible.

  • to provide the right information
  • to the right person
  • at the right time
  • for the right length of time
  • in the most efficient manner
  • to know where records are; and
  • to know who dealt with the records by means of a chain of custody on the Records Management System (RMS)

Role and responsibilities

Daily Tasks

  • File/ working paper/document requests
  • Returns – All files etc that have been returned throughout the day are put back in original location
  • Original documents are returned every evening to the fire proof strongroom
  • Index and input all new file/working paper/original documents onto Records Management System (RMS)
  • Copy all processed archive/ strongroom forms and return copy to sender.

Weekly/Monthly Tasks

  • Daily collections from all designated archive collection areas and previously specified offices and locations
  • Archive and index new files, working papers and original documents
  • Recycle/ Labelling – All files that come from off site are re-labelled and re-packaged if required to ensure no documentation is lost or misplaced from their respective document wallets
  • Graphs – All requests are organised into departments and counted monthly. These figures are inputted into excel for future KPI checks/ audits
  • Filing – archive staff are required to attach filing to previous archived files and working papers when required
  • Barcodes – All files that have to be relocated to our off site provider must be barcoded and recorded in both hard and soft copy format
  • Resource Rooms – Monitor resource rooms for A&L boxes and lids and replenish when required
  • Off Site files to be returned. Monitor volumes of return files etc and order bulk collection when necessary. All files/ papers to be returned off site have to be boxed/ labelled to ensure secure transit to off-site facilities
  • Off Site filing – Request files from the off-site provider and attach filing. Return when complete
  • Memo’s – Copy all memos and return copy to sender
  • Monthly request totals calculated and monthly chart updated (matters archived, volume of boxes archived etc)

Annual Projects

  • Original document audits – Indexing, culling, re-packaging, inputting, processing
  • Shredding/Culling – Files older than 14 years are compiled by the records team and reviewed by the partners for review/ destruction (to comply with GDPR).

Skills, experience and characteristics required

  • High focused customer service
  • Excellent PC Skills – knowledge of Microsoft Word, Excel
  • Good Organisational Skills
  • Good Problem Solving Skills
  • Excellent verbal, written communication and inter-personal skills
  • Good planning and prioritising of workload
  • High level of commitment and ability to complete tasks on strict deadlines
  • Flexible approach to changing demands

The firm

A&L Goodbody is a leading Irish law firm. It has 6 international offices in Dublin, Belfast, London, New York, San Francisco, and Palo Alto. There are currently 95 partners and over 800 employees. The strong international and domestic business community in Ireland forms a valuable part of the A&L Goodbody client base.

It is consistently ranked number one in the Irish market and also on a European level. A sample of recent notable awards include Irish Law Firm of the Year (2018) by Chambers Europe; European Law Firm of the Year (2015) by The Lawyer; Ireland's most Innovative Law Firm (2016) by the Financial Times and Independent Law Firm of the year (2017) by the American Lawyer. It also has a significant track record in the pro-bono legal advice sector.

A&L Goodbody has a reputation for leading the way in continuously developing its service to clients, and in the quality and professionalism of its internal business service teams, use of new processes, ways of working and technologies.

Contact

For further information on this opportunity please contact Claire Boland