Hill Dickinson LLP is a leading and award-winning international commercial law firm with offices in Birmingham, Hong Kong, Leeds, Limassol, Liverpool, London, Manchester, Monaco, Newcastle, Piraeus and Singapore. With more than 1000 people including 200 partners and legal directors, the firm delivers advice and strategic guidance spanning the full legal spectrum, from non-contentious advisory and transactional work, to all forms of commercial litigation.
Hill Dickinson acts as a trusted adviser to a wide portfolio of clients across a wide range of specialist sectors: from transport and logistics and international trade, through to retail, insurance, marine, health, education, manufacturing, public sector and banking and financial services.
Job role:Records Management Assistant
Hours: Monday to Friday, 09:00 - 17:00 (35 hours per week)
Happy to talk flexible working
Hill Dickinson are proud to be named as a Top Ten Employer for Working Families 2024 and so, we are happy to consider flexible working opportunities to help you balance your work and home life.
Team: Operations - Records Management
Location: London (some travel may be required to the other offices occasionally)
Benefits: At Hill Dickinson we understand that incentives go far beyond a good salary, so we have created a comprehensive benefits package tailored around our people.
Here are some examples of what we offer:
* Annual leave starting at 25 days
* Birthday privilege day and Christmas shutdown
* Holiday buy, sell and carryover scheme
* 2 charity volunteering or pro bono days
* Optional private medical insurance via BUPA
* Annual fitness allowance
* Flexible pension scheme
* ISA saving scheme and independent financial advice
* Electric or hybrid vehicle lease scheme
* Medicash
* EAP with access to counselling
* Enhanced family leave policies
* Access to 10 days fully subsidised emergency or back-up care per year
* Life assurance
* Group income protection
* Annual travel season ticket loan
* Hybrid working and dress for your day policy
* Bespoke training and development opportunities
* Financial contribution towards home working equipment
Role overview
Introduction to the role:
The central Records Management Team coordinates physical file management, archiving, central filing locations and document scanning across all Hill Dickinson UK offices, including liaising with external archiving service providers. Work involves all processes in the life cycle of physical files, including:
* Answering queries and arranging retrieval of files from archive
* Movement of files in and out of storage
* Supporting the move to secure information working environments and our "paperlite" initiative, including scan and destroy
Introduction to the team:
As a member of the Records team you will be part of the broader Operations team, which also includes Soft Services, Hard Services and Reception. This team reports directly to the London Office Manager.
You will collaborate closely with Records team members based at other locations, as well as with the onsite Operations team to ensure consistent and effective service delivery.
Key responsibilities:
* First point of contact for all Records queries, including physical files management, enduring documents and scanning
* Working with FileTrack – our file asset management system: creating/amending file records, retention periods, generating barcodes etc
* Preparing and creating e-files through scanning to pdf and storage in the document management system (iManage) and destruction of physical files
* Destroying files under our confidential waste processes which have achieved their retention period
* Managing central file storage facilities to ensure accurate location and movement of stored files
* Providing support to our lawyers, secretaries and admin assistants to enable them to remove paper and files
* General housekeeping routines around paper and file management.
* Physical movement of files and file boxes
* Supporting the onsite Operations team as and when required for tasks such as office moves, meeting room setup and inbound post scanning.
* Supporting the offsite Library and Research Team to administer the physical library collections in London offices, the provision of information to support research requests and using KnowAll – the library management system.
* Supporting the onsite Operations team as and when required for tasks such as office moves, meeting room setup and inbound post scanning.
What are we looking for:
It would be beneficial for you to have some of the following:
* Previous experience in office admin support, including file lifecycle and the management of documents
* Experience of:
* document management systems (e.g. iManage)
* asset management systems (barcoding etc.)
* scanning to pdf – physically preparing documents for scanning, and filing to electronic systems once scanned
* Competence in English and mathematics
* Good IT skills – Word, Excel, pdf, email
* Ability to work well under pressure, prioritise, multi-task and ensure deadlines are met
* Proven experience of communicating effectively with a range of stakeholders
* Ability to operate in a busy environment
* Ability to use initiative, taking a proactive approach to working as part of a service team
* Ability to work with little supervision
* Customer service skills and aptitude to deal with people at all levels
* Excellent attention to detail and high accuracy, including data entry
* Flexibility in approach
* Previous admin experience in a law firm or other regulated / professional services / financial services environment
If you don't meet all of the criteria above but feel that you could add real value to Hill Dickinson, we encourage you to apply and if successful, we can help you develop along the way.
Equality, Diversity and Inclusion
Hill Dickinson is committed to providing fairness and equal opportunity for all regardless of age, gender, gender identity, ethnic origin, disability, sexual orientation, marital or transgender status, nationality, religion or belief.
We understand that our power as a firm comes from empowering our people and that it is only by encouraging and enabling individuals to be themselves at work that we can truly benefit from their rich and varied strengths.
Hill Dickinson is an equal opportunities employer. All applications received by the firm will be considered based on their merit alone and we welcome applications from all suitably qualified individuals regardless of background and from all routes to qualification, with both the SRA and CILEx.
Disability Support
We are a Disability Confident employer, which means if there is anything that we can do to make your visit easier, so you are able to perform at your best, please let us know. You can contact the HR team at should you require any adjustments to the application or interview process.
Values
Trust – Respect – Innovation – Collaboration
At Hill Dickinson, we welcome applications from individuals that are looking to return to the law as well as all routes to qualification, with both the SRA and CILEx.
All successful candidates will be subject to our standard pre-employment screening, including a basic criminal record check via Disclosure and Barring Service. Any offer of employment made is conditional upon completion of all checks.
Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.