* Role Overview
* The Trainee Archivist / Administrator will support the effective management of both electronic and paper-based records across the organisation. Working closely with the Archivist Manager, the postholder will assist in ensuring that all document management systems comply with legal, regulatory, and organisational requirements.
* This apprenticeship role offers structured training and practical experience within a regulated care environment supporting individuals in Supported Living and Daycare services. The successful candidate will develop knowledge in records management, compliance, confidentiality, and data protection within the health and social care sector.
* Key Responsibilities
* Document & Records Management
* Assist in maintaining accurate and secure electronic and paper-based filing systems.
* Scan, index, upload, and archive documents in line with organisational procedures.
* Ensure documents are correctly named, stored, and version controlled.
* Support the transition from paper-based to digital records where required.
* Retrieve archived files promptly when requested by authorised personnel.
* Compliance & Legal Requirements
* Work with the Archivist Manager to ensure records comply with:
* o Data Protection legislation (GDPR and Data Protection Act)
* o Care Quality Commission (CQC) requirements
* o Safeguarding and confidentiality standards
* o Organisational retention and disposal schedules
* Support internal audits of files to ensure accuracy, completeness, and compliance.
* Assist in monitoring document retention timelines and secure disposal processes.
* Administrative Support
* Provide general administrative support to the compliance and management team.
* Maintain logs of archived and retrieved records.
* Assist in updating policies, procedures, and documentation templates.
* Prepare documentation packs for inspections, audits, or reviews.
* Confidentiality & Information Security
* Handle sensitive personal data relating to clients, staff, and services with strict confidentiality.
* Ensure secure storage of records at all times.
* Report any data breaches or concerns immediately to the Archivist Manager.
* Team Collaboration
* Work closely with managers across Supported Living and Daycare services to ensure documentation is complete and up to date.
* Communicate professionally with internal teams regarding document requirements.
* Participate in training sessions and apprenticeship learning activities.
* Learning & Development (Apprenticeship Focus)
* The Trainee Archivist / Administrator will:
* Undertake a recognised Business Administration, Records Management, or relevant apprenticeship qualification.
* Develop knowledge of legal frameworks governing care documentation.
* Gain practical skills in digital document management systems.
* Build understanding of compliance in regulated health and social care environments.
* Person Specification
* Essential
* Strong organisational skills and attention to detail.
* Good IT skills, including Microsoft Office.
* Ability to maintain confidentiality and handle sensitive information responsibly.
* Willingness to learn and complete an apprenticeship qualification.
* Good written and verbal communication skills.
* Desirable
* Interest in records management, compliance, or administration.
* Understanding of care services (Supported Living or Daycare).
* Experience in an office or administrative environment (including work placement or voluntary work).
* Working Environment
* This role is based within a regulated care organisation providing Supported Living and Daycare services. The postholder may be required to access records across different service locations while maintaining confidentiality and professional standards.
* Accountability
* The Trainee Archivist / Administrator is accountable to the Archivist Manager and is required to carry out all duties in line with organisational policies, apprenticeship requirements, and regulatory standards.
* Company Overview
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