Document Management Asst-IT

Document Management Asst-IT 150 150 tcl-admin
Document Management Asst-IT
Southwark, London
Contract / Temporary

LFB 0006 BEE4 / 1

Posted: 23rd November 2022 11:52
Apply Related Jobs
  • Pay Rate:

    £14.46 per hour PAYE

  • Hours per Week:

    35-37 Monday – Wednesday, normal working hours

  • This opening assignment is for 1-2 months

  • Southwark, London,

    SE1 0LL

What's involved with this role:

Temporary Document Management Asst-IT

Reference no: LFB 0006 BEE4 / 1

Pay rate: £14.46 per hour PAYE

Note: Role will be extended and may eventually become permanent

The post holder will assist the Document Manager in the effective and efficient operation and maintenance of Records Management and Mail Services, including the storage and retrieval of inactive records and a centralised mail scanning service.


Key responsibilities:

  • Receive and process consignments of hard copy records for transfer to an external offsite Records Storage company from departments/sections
  • Check and verify data from consignment lists electronically submitted by the online archiving application.
  • Make sure that a report of records sent to storage is emailed to the owner of the records enabling them to recall them from storage.
  • Arrange for the removal of records due for destruction under agreed retention schedules, and make sure disposal of them is in accordance with the Records Management strategy.
  • Help maintain the Records retrieval systems using automated and manual techniques.
  • Maintain procedures in accordance with the Records Management Strategy and suggest changes to procedures as may be required for the efficient management of inactive records.
  • Maintain statistics of routine Records storage activities.
  • Retrieve and process leavers’ personal record files (PRFs) and deal with requests for information held on both paper PRFs and SharePoint e-PRFs
  • Receive hard copy documentation and scan and file on e-PRF SharePoint system.
  • Provide a basic maintenance service for new and existing filing systems
  • Carry out routine administrative tasks, including, producing basic statistical information and assisting with the ordering of goods and services
  • Advise and assist departments with all matters relating to Records management services.
  • To draft general correspondence (internal and external) on behalf of the Document Manager.


“Specific Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria:


Experience & Knowledge / Technical skills

  • Experience of basic records management techniques, of working in a records storage area or similar environment and dealing with large amounts of filing in a methodical, accurate and safe manner.
  • Experience of using a range of Information Technology applications, including using electronic document management systems, computerised databases and high-volume specialist scanning software and hardware.
  • Knowledge and awareness of manual records management systems and electronic document management systems or similar applications used in the records management area.
  • Knowledge and awareness of specialist high volume scanning hardware and software is required and should be maintained.
  • Sharepoint knowledge -desirable


Skills & Abilities

  • Effective oral communication and interpersonal skills
  • Ability to deal tactfully and sensitively with internal and external contacts, making sure a high standard of customer care is consistently maintained.
  • Effective written communication skills in order to draft correspondence (e.g. letters, internal notes, notices, etc.).
  • Effective organisational skills in order to assess changing and conflicting priorities in a busy environment
  • Ability to work to tight deadlines and to demonstrate initiative whilst working flexibly with minimal supervision as a member of a team.
  • Effective numerical skills sufficient for the preparation and presentation of basic statistics.
  • Good organisational skills and attention to detail.
  • Strong IT skills using Microsoft packages or equivalent (e.g. G Suite).


To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF.

NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD.

If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application.

To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF. 

If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity. 

Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.

Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.


Other “Essential Requirements” – Please check to ensure that your CV addresses the following items:

  1. Our clients are generally seeking applicants who are reasonably local, so on that basis we would ideally like you to supply us with your address (or at least your post code) and a telephone number so that we can reach you during working hours.
  2. Your recent UK working experience going back at least 5 years, or full employment history if you have been working for fewer years than this.
  3. Your availability to work either immediately, or at short notice.
  4. Please refer to the Role Requirements section above - your CV must address the requirements listed.


Other preferable/desirable details to include on your CV, if applicable:

  1. Any local authority/public sector experience
  2. Any relevant qualifications held or being studied for.


Please note that clients invariably ask us to strip out contact details from CVs before we submit them for consideration. This is always quicker and easier to do if you send your CV to us in Word format, rather than as a PDF please

Give yourself the best chance of success - View our CV Tip

Submit Your Application

Thank you for your interested in this job. Please use the form below to apply.

Please note we do not accept applications without a CV.
If you do not have a CV available right now, please click the "No CV?" button above and we will email you a reminder to add your CV to, when you can.

Drop files here browse files ...
If you would prefer to send a CV straight to us rather than by way of an on-line application, you are very welcome to do so via [email protected] but please quote both the job reference and job title exactly as they appear below:
Job Ref: LFB 0006 BEE4 / 1
Document Management Asst-IT
Client Category: Local Authority

Anticipated Length of Assignment: Unless otherwise stated (we do carry the occasional permanent vacancy) all of our roles are technically temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent.

Please do try to resist contacting us with requests for progress updates.

We really do read every CV sent to us. All applications will be acknowledged by a human, not a robot, provided the job remains live and provided your CV meets the “Essential Requirements” listed.

Please note that we do our level best to take down ads as soon as roles have been filled. We are not in the business of harvesting CVs.

Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary.

Email Job Reminder

If you do not have a CV available right now please use this form to send yourself a reminder. When your CV is available, simply click the link in the email or alternatively reply to that email with your attached your CV.

Job Ref: LFB 0006 BEE4 / 1
Document Management Asst-IT
Client Category: Local Authority

CV Tips

Your CV needs to be current with your most recent role. We won’t be able to submit it with any unexplained gaps in employment. It will save time and improve your chances of success if we can put your CV forward immediately without having to ask for revisions.

Your CV must cover the “Essential Requirements” of the role. Ideally you will address the “Essential Requirements” on each job description page directly, in a bullet point list. Please include any DBS details and other qualifications called for.

Your CV should clearly state that you are available to start work either immediately, or at short notice. In general, our clients are unable to work with notice periods of more than 1 week from the point at which a role is offered, 2 weeks at the very most.

We do not put forward covering letters, so please ensure that your CV in contains all relevant information being called for.

We recommend that you consider sending us a CV suitably tailored CV for each role that you apply for. Job board aggregator sites will generally store only one version of your CV, which can be a bit limiting, so this is to your advantage.

    New Search

    Are you sure you want to delete this file?