Archiving Manager

We are looking for a full-time Archiving Manager to join our Southampton office to supervise the Archives team ensuring all physical papers, files, deeds and Wills are archived in accordance with the archiving process.
We support hybrid working and flexible office attendance, according to business need.

Key Responsibilities       Ensure new files, deeds and wills are processed by the team, including the facilities teams in each office, on all systems and ensure data is updated accordingly
Ensure the team deal with requests and queries which arrive in the Archives inbox, including external requests and queries
Ensuring that requested files are located and provided to fee earners in a timely manner
Dealing with all archive requests and queries to cover team holiday/sickness, as required
Handling escalations from team members to find a resolution
Checking gone for good/packets and files have been processed correctly on the database and perming out the barcodes from the storage company
Investigating and rectifying any inconsistencies or errors which come to light to avoid issues in the future
Auditing of papers, files, deeds and wills in relation to historic mergers
Support the team in dealing with ongoing legacy projects
Liaising with key stakeholders across different teams and office locations to support accurate archiving of information
Prepare and provide comprehensive archiving reports, as requested
To ensure compliance with the firm's Archiving Policy processes
Reconciliation of storage invoicing with agreed contract rate with storage company
Providing training to team members on systems and processes
Provide archive training to staff members across the firm to assist them in understanding the archiving process
Carry out performance management and appraisals for the Archiving team as required.
Assist the Head of Premises and Facilities Management with the progressing of archiving projects
Assist the Head of Premises and Facilities Management to review the Archiving Policies annually
Skills / Experience Required
The successful candidate must have a background within an archiving position, ideally gained within a legal or professional services environment.
You should also be able to evidence the following:
Previous line management experience
Attention to detail and analytical skills
Excellent organisational skills
Knowledge of Microsoft packages
Flexibility in the duties of the role
'Can do' and 'will help' approach
Self-motivation and willingness to learn and improve
Good communications skills
Excellent client care approach
The interview process will start as soon as suitable candidates have been identified.