ARCHIVING ASSISTANT
This is a PAYE contract role for 3 months.
Key Responsibilities
* Support the Document Control team with an archiving initiative focused on reducing legacy physical records. The role involves withdrawing batches of storage boxes, assessing their contents against Petrofac’s document retention policy, and determining whether the documents should be retained or securely destroyed.
* Coordinate with offsite storage facility to retrieve and manage batches of archived boxes.
* Review records within each box according to the company’s document retention policy.
* Coordinate with internal Team Leads/Department Heads in gaining permission to destroy box contents/boxes.
* Identify records that require continued retention and prepare them for return to storage.
* Identify records eligible for secure destruction and coordinate the destruction process.
* Dispose / remove any folders, binders, paperclips, plastic wallets, dividers and cardboard within the box contents before emptying documents into secure destruction bags.
* Responsible for destruction and clearance of empty cardboard boxes.
* Accurately document decisions, status updates, and inventory details in tracking logs or systems.
* Work closely with the Document Control team to resolve questions regarding classification, retention, or policy interpretation.
* Assist with final project reconciliation, including updated storage inventories and completion reporting.
* Please note that this role involves manual handling tasks, including the movement of boxes and related materials. The position also requires working independently in a storage room environment.
* Applies retention policy to determine whether records are retained or securely destroyed.
* Seeks clarification from the appropriate business owner when retention decisions are unclear.
Essential Qualifications And Skills
* Good standard of education.
* Role requires sound judgment, practical thinking, and adherence to process.
* Strong attention to detail and accuracy when reviewing documents.
* Practical judgment and common-sense decision making.
* Ability to follow procedures and apply retention guidelines consistently.
* Good communication skills for seeking clarification from business owners when needed.
* Reliable, organised, and able to work independently at a steady pace, comfortable working in a solo environment with minimal supervision.
* Comfortable manually handling physical record boxes and working in storage or file room environments.
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