Part-Time Archivist (Job share) – 20 hours pw

We are seeking an Part-Time Archivist to join our team.

Who are we?

Machins Solicitors is a leading regional multi-services law firm offering legal advice across both commercial and private client sectors, with our client base ranging from individuals, sole traders, SMEs, national, international businesses and multinational corporations.

When you join Machins Solicitors you become part of a great team, where a collaboration of friendly people and inclusive culture makes us a great place to work. We take pride in our diverse workforce of around 120 staff across our two offices in Hertfordshire and Bedfordshire, representing a wide range of backgrounds, talents, and routes into the legal profession. We are committed to supporting our employee’s growth, providing opportunities to develop their core skills and to progress in their chosen careers. We also understand the value of work life balance, recognising that all staff need to enjoy their life at work as well as outside the office.

Home » Careers » Part-Time Archivist (Job share) – 20 hours pw

Key responsibilities

As a member of the team responsibilities will include:

Ensuring all files sent for closure have undergone the relevant compliance checks and closing protocols by the fee earner
Updating relevant databases and client management systems to show the matter closed/reopened and where the files have been stored
Liaising with storage partners regarding the collection or delivery of files.
Management and recording of all file retrievals, liaising with the relevant storage partner.
Reopening of files when instructed by a fee earner and the monitoring of the status of the file until reclosed and returned to storage, destroyed or subsumed into a further matter
Liaising with the Accounts Department in respect of any monies still showing on the ledger or when files are reopened due to monies needing to be posted.
Management of the Deed Database
Liaison with clients requesting the release of Wills and/or Deeds ensuring a clear paper trail to register the release.
Collaborate on file destruction requirements, in accordance with the Firms procedures
Maintain a good understanding of all processes and procedures within the Firm and keep up to date with any changes.
Ensure that confidentiality is upheld in all internal and external matters and maintain an awareness of the need for data protection.
Any other duties as reasonably required

Experience and Skills:

Experience in archiving in a law firm would be beneficial
Strong IT skills with experience in using Excel and case management systems a distinct advantage.
Understanding of the legal working environment, specifically the way in which client matters are opened and closed would be advantageous
An awareness of Lexcel standards would be advantageous
Awareness of the risk/confidentiality issues surrounding client information
Confidentiality, discretion and diplomacy with the ability to deal tactfully and diplomatically with a wide range of people
Excellent time management skills demonstrating the ability to organise and manage changing priorities on an ongoing basis
Ability to work both autonomously and within a team with a positive ‘can-do’ attitude and strong interpersonal skills
Good attention to detail
Able to work well under pressure and tight timescales
Ability to demonstrate a courteous, helpful and service-orientated manner both in person and on the phone with the ability to build good working relationships.
Participation in the Firm’s annual training.
Manual handling skills as there is some lifting of boxes and heavy files within this role.