Dear List Members,

An exciting opportunity has arisen for a Part-Time Records Assistant within the Regional Office at Nazareth Care Charitable Trust - https://www.sistersofnazareth.com/who-we-are/. 

This role is ideally suited to someone with some records management experience and who is currently studying, or who would like to gain further experience before undertaking, a professional qualification in archives and records management.
   
Hours: 16 hours per week

Pay: £11 per hour

Location: Finchley, North London

Please see the job description below for further details. This post is subject to 2 satisfactory references and an enhanced DBS disclosure. 

If you would like to be considered for this role, please submit your CV and a covering letter to: [log in to unmask] The closing date for receipt of applications is: Monday 6th May.

Best regards,

Katherine


JOB PROFILE AND PURPOSE
Provide effective records management and archiving support to the Regional Office, assisting with the bulk transfer of records from Nazareth Care Charitable Trust (NCCT) houses and the centralisation of the records management function at the Regional Office. 

RESPONSIBILITIES AND DUTIES

Responsibilities 
•	Facilitate the transfer of records from NCCT houses to the Regional Office
•	Receive boxes of records and ensure that they are stored safely and securely
•	Sort through boxes and organise records according to subject matter
•	Create files and title them conforming to set naming conventions
•	List files on relevant spreadsheets and check that all appropriate fields, ie. box number, file number, file title, and date range etc., are complete
•	Maintain file lists pertaining to each NCCT house and ensure that they are accurate and up-to-date
•	Assist with the disposal of records in a secure manner being especially diligent with files containing sensitive personal data, ie. resident medical records
•	Maintain a destruction log and establish that the required metadata for all destroyed records is retained
•	Check that all records are in a good state of repair and report any issues to the Records Clerk
•	Carry out basic paper conservation tasks, ie. drying out and flattening wet records
•	Assist with the construction of shelving and the maintenance of the archive store
•	Facilitate the transfer of boxes within the Regional Office or to offsite storage premises
•	Take an active role in the migration of records to electronic media and the implementation of an electronic document management system (EDMS)
•	Retrieve records in response to requests from colleagues or members of the public after obtaining proof of identification
•	Support colleagues with any problems relating to archiving, records management or information compliance 
•	Answer the telephone and field queries to the Records Clerk or to another department
•	Order stationery and supplies
•	Carry out all tasks in accordance with policies and procedures and with particular reference to information law, such as the General Data Protection Regulation and the Freedom of Information Act

General Duties  
•	Ensure that NCCT policies and procedures are followed at all times
•	Observe and promote NCCT’s Safeguarding Vulnerable People’s Policy and follow local Social Service guidelines in relation to reporting alleged or actual incidents 
•	Follow appropriate procedures in the event of accidents / emergencies eg. fire, missing residents etc. 
•	Ensure that the Regional Office is secure at all times whilst on duty 
•	Report and advise the relevant persons with respect to the repairs and maintenance of the premises 

General Requirements 
•	To be flexible about working hours  
•	To be approachable and supportive to staff and managers  
•	To attend appropriate training and development sessions as agreed with the Manager  
•	To maintain confidentiality at all times  
•	To carry out any reasonable duties as requested by the Manager 
•	To be aware of and comply with safe working practices as laid down by the Health and Safety at Work Act
•	To uphold and promote equal opportunities in employment practice and service delivery

SKILLS AND EXPERIENCE
This job involves regular lifting of boxes, dealing with large volumes of sensitive records, frequent creation and use of spreadsheets, and contact with colleagues at all levels from various NCCT locations. Therefore the role requires:
•	Good manual handling skills and the ability to lift boxes on a daily basis
•	Excellent attention to detail and the aptitude to concentrate on repetitive tasks
•	Knowledge of records management regulations, particularly in relation to the handling of personal data
•	Proficiency in IT applications, especially Microsoft Excel
•	Clear verbal communication skills and accurate written communication

COMPETENCE AND PROFESSIONAL DEVELOPMENT
This role requires the following competence and commitment to continuing professional development (CPD): 
•	Have an interest in developing a career in archives and records management with a view to gaining a professional qualification 
•	Participate in annual appraisal and personal development planning and six-monthly review
•	Undertake training and development as agreed with the Manager at appraisal and six-monthly review

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