Document Administrator
£25,000 per annum
Stanmore, Hybrid role
Norwood is a 200-year-old charity operating within the Jewish community and supporting people with learning disabilities and autism in London and Berkshire. Norwood has an extensive history.
As a regulated provider of care, support and housing we are required to fulfil our legal responsibilities to safely manage records. We now have an exciting opportunity to join our Quality and Compliance team reporting to the Data Privacy Lead as an Archiving and Record-Keeping Co-ordinator.
This role will be perfect for someone with proven experience in records management and working on the archiving and storage of large volumes of records including special category data together with some team management experience and excellent interpersonal skills. The successful Archiving and Record-Keeping Co-ordinator will be required to travel between our homes and services, therefore a car driver and car owner is essential. This role will involve some manual handling.
MAIN DUTIES AND RESPONSIBILITIES
- Ensure an orderly and comprehensible process of document storage retrieval, version control, and archive is established and maintained.
- Act as a point of contact for records management queries, providing advice to the wider business, assisting and liaising with colleagues from our services, locations and external stakeholders where relevant.
- Categorise, label, and sort the paper records for the Norwood archive as well as recording the metadata in a consistent manner, working with managers of services, administrators and volunteers for transfer to off site archiving.
- Support management of records and relevant processes in line with the records management strategy, including the use of any future Electronic Document and Records Management System and assisting with implementation of policies
- To lead and review documents and records the charity holds in all formats and analyse content to make appropriate recommendations and arrangements for storage, accessibility and retention and disposal of records in line with Norwood’s archiving, storage and retention policy and procedure.
- Provide an efficient and customer focussed service to the charity, answering any queries via phone, email or archiving or data protection officer mailbox - ensuring data queries are captured to feed into records management compliance, to aid the improvement of the records management service within the business.
- Working alongside the Head of Quality, assist with records management audits and coordinating project work to meet the aims and objectives of the Records Management strategy, enabling tracking of progress, risks and issues.
- Provide support and guidance to staff, promoting best practice and contributing to training sessions or in house workshops on document management.
- Support the delivery of monthly statistics and data dashboards in collaboration with the Data Privacy Manager, including measures of compliance and audits. Managing the records management risk register and updating of the archiving plan tracker.
- Assist with developing communications for the record management communications plan.
- Contribute positively to the future direction of the Corporate Records Management function and support the team in completing other duties as required (e.g., minute taking, archive review, working group participation).
- Exercise good leadership in a style and manner consistent with delivering best practice by positively influencing colleagues at all levels and encouraging a culture of continuous improvement.
- Identify when a safeguarding alert may need to be raised, ensuring the timely escalation of suspected abuse and self-neglect and unauthorised restraint.
- To take ownership of and responsibility for delivering against team and individual performance targets. Maintaining an awareness of own professional limitations and knowledge gaps and seeking to address these.
- Creating document management systems for all new projects and services
- Ensure company quality assurance procedures are followed.
- Always maintain professional confidentiality and boundaries.
- Travel within the service area you are contracted to
Benefits at Norwood include:
- The opportunity to work for a leading UK charity
- Competitive salary & benefits package
- Generous annual leave entitlement
- A challenging and varied role
- A supportive team
- 1pm finish on a Friday
- Unlimited access to staff referral scheme
If you are interested in this role, please press apply and our Recruitment Team will be in touch.
