Owen Reed is looking for a Records Lead for a top law firm in London.
This is a fantastic opportunity for an experienced Records professional to take on a key leadership role within a major international firm. The position is office-based (09:30–17:30) and includes occasional travel to Milton Keynes, Edinburgh, Glasgow and Dublin.
As the Records Lead, you will oversee end-to-end Records operations across multiple UK and Ireland offices, ensuring efficient service delivery, team leadership and full compliance with data-protection and retention policies.
Key Responsibilities
Leadership & Vendor Management
* Lead and develop a Records team of three across London and Glasgow.
* Set objectives, conduct one-to-ones and manage performance reviews.
* Oversee external contractors and vendors, ensuring SLA compliance.
* Review and enhance Records processes to improve efficiency and reduce admin burdens.
* Plan and deliver Records projects, reporting risks, progress and benefits.
Registrations, Retrievals & Deeds
* Register and barcode incoming archive and deeds items in Elite 3E RMS.
* Process retrievals, manage deliveries and maintain accurate check-in/check-out records.
* Prepare consignments for collection and manage permanent withdrawals.
* Complete registration forms and schedules for fee-earner secretaries.
* Carry out special Records-related tasks as required.
Compliance, Destruction & Documentation
* Destroy files in accordance with firm policy, retention schedules and UK GDPR.
* Maintain chain-of-custody and full audit trails for all Records movements.
* Retain certificates of destruction for audit and compliance.
* Support Business Continuity and Health & Safety processes related to Records.
Collaboration & Communication
* Work closely with Facilities and internal stakeholders across all offices.
* Provide clear, professional written and verbal communication to colleagues and providers.
* Resolve operational issues promptly and effectively.
General Role Requirements
* Ability to carry out minor maintenance of equipment (training provided).
* Willingness to travel to MK, Edinburgh, Glasgow and Dublin.
* Strong IT literacy; Elite 3E RMS experience is essential.
* Background within Records services, ideally in a professional services environment.
Skills & Experience
* Proven management or supervisory experience.
* Strong customer-service approach and pragmatic problem-solving skills.
* Confident in Outlook, Excel and barcode/label equipment.
* Excellent communication skills, both written and verbal.
* Strong understanding of data protection and file retention principles.
Desirable Qualifications (training can be provided)
* IOSH Working Safely / Managing Safely
* Manual Handling training
* Risk Assessment awareness
Personal Attributes
* Professional, confident and discreet.
* Highly organised with excellent prioritisation skills.
* Flexible, adaptable and a collaborative team player.
* Able to work under pressure and meet deadlines.