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Macfarlanes
,
London, Greater London
Records manager
Overview
Job Description
We are recruiting a records manager into our risk management team. Overview The records manager is responsible for working physically within the facilities department, reporting to the firm's GC, with a dotted line report to the firm's director of facilities, on managing security in relation to the firm's hard copy data and associated movements of files, including management of the firm's archives and its GDPR compliant data destruction programme. The role will have responsibility for: * Managing the firm's Filetrack software and first line liaison with its supplier (Intandem) and with our archivists (Restore). * All (twice daily) movements of files, deeds and Wills to and from Restore. * Managing the firm's two dedicated data stewards. * Managing the General Office ('GO') based team responsible for movement of hard copy data in the firm. * Managing the firm's GDPR compliant file destruction programme. The role Essential duties and responsibilities are as follows: * Work as a member of the RM team. * First line responsibility for managing the firm's records software, Filetrack, including via supplier (Intandem) liaison and any contractual updates. * Proactively manage the records team (the two data stewards working with GO support) responsible for twice daily collections from and deliveries to Restore and file destructions. * First line responsibility for any issues which arise in relation to the firm's hard copy records, including via supplier (Restore) liaison and any contractual updates. * Manage the other GO personnel who have responsibility for assisting with deliveries/collections and file destructions. * Manage, in liaison with the GC, the firm's GDPR compliant file destruction programme. * Liaise with the director of IT and the GC on alignment of our hard and soft copy GDPR compliant data destruction programmes. * Work with the GC on any hard copy data related projects which may arise from time to time, such as scanning of hard copy data. * Train GO staff on Restore duties and file destructions. This job description encompasses the main duties of the role and is by no means exhaustive. We expect our staff to demonstrate a flexible approach to undertaking additional duties which may arise from time to time according to the needs of the business. The candidate The successful candidate will be possess the following skills; * Senior law firm records experience, including managing and developing a team. * Self-motivated and proactive, able to act on own initiative and problem solve. * Archiving software or comparable database experience preferred. * Some knowledge of GDPR requirements in relation to hard copy data archiving and some file destruction experience preferred. * Must have strong organisational skills and be willing to participate as part of a multi-tasking team. * Must be responsible for completing tasks and following through with the resolution of issues, including the ability to meet deadlines and work in a fast-paced environment. * Educated to a good standard, particularly in numeracy and computer literacy. * Microsoft Word and Excel skills essential. * Client-orientated approach, both internally and externally. * Confident, with excellent interpersonal skills and a friendly manner. * Ability to cope with a high volume of work, pressure and fluctuating workloads. Hours of work A 35-hour week, Monday to Friday, with a variable seven hour shift between 8.30am and 6:30pm, and a one hour daily break for lunch. You may, on occasion, be required to work longer hours as pressure of work requires. Overtime (which must be pre-authorised by the GC) is payable in line with the firm's policy. Our commitment to inclusion At Macfarlanes we understand the importance of an inclusive culture, the continued development of which has been identified as one of our key priorities. Our focus is to foster an inclusive culture throughout the firm, from entry level to partnership. It is about recruiting, retaining and promoting all groups in the firm fairly, and we are continually reviewing our processes to ensure that everyone has the same chance to develop and advance. An inclusive, forward-thinking culture also enables us to provide innovative solutions to our clients. We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of gender, race or ethnicity, background, religion, physical abilities, sexual orientation or any other characteristic.