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Record / Archiving Business Support
Usk, Monmouthshire
Salary: £21269.00 - £23023 per annum
Job Type: Permanent
Start Date:
Job Reference: BBBH31245
Added: 03 Aug 2022
Job Description
This is an exciting opportunity for someone with sound organisational and analytic skills (alongside a good working knowledge of excel and familiarity around systems) to co-ordinate this bespoke project as we revolutionise our historical children files cataloguing system. To work in children services for a Local Authority.


Acorn is looking for someone who brings reliability, commitment, and enthusiasm to the role alongside highly technical IT skills and knowledge of data and it's manipulation.

Whilst the file and record management project will initially be the main focus, once concluded, similarly related tasks or projects in order to support the social work teams will be identified.

This role at all times is embedded within the wider business support team in children's services for which administrative and IT and organisation skills play a key part.

Full training will be provided.


You will be responsible for:


Historic file management project

* To work through a list of historical files, request from our storage provider and take receipt of the boxes on arrival

* On receipt to analyse each child's file within the box and ascertain the retention period of the file in question.

* To place the child's file into a new provider box, scan it, log the details on to a dedicated new provider storage system and add other children's files of the same retention period (box size and weight permitting.)

* To consult our dedicated data base and other paper and computerised records held and accurately update records

* Once logged, to arrange collection of the boxes into the facility of our new provider.

* To escalate any anomalies to the Business Support Manager so a decision can be made as to the file's retention period.

* Using data bases, to locate historical files when requested via data subject access requests or via Police requests, to request files and communicate with the wider business support team on box arrival.

* To record and arrange safe return of files when work has been completed.

* To keep updated our working file management project guidance document and amend as appropriate.

* Once our current historical boxes are migrated across to our new provider and recorded/ logged as above, to commence our data destruction project.

* In line with our retention policy though data searches, to identify which files are due for secure destruction.

* To work closely with the Business Support Manager and Head of Service regarding the process and commissioning of secure file destruction.

* To update our database so that all children's files follow our retention policy.

* Ad hoc work that may arise regarding historical files and their management.

* Data analysis and excel monitoring in order to keep our progress updated.

* Support and help train colleagues to use the dedicated file management system.



General administration:

* Support data quality improvements using routine validation reports, analysing and updating databases as part of ongoing reports to keep our data accurate.

* Petty cash administration and recording transactions in line with the process.

* When requested, to provide a professional service handling incoming safeguarding or child protection referrals/calls from professionals and parents, taking and passing on messages and accurately recording where necessary.

* Scanning, photocopying and producing high quality documents.

* General administrative tasks or projects to meet service requirements as requested by the business support manager.

* New laptop and phone "setups".

* Being a "digital champion" in order to support or train other staff members on our systems and processes.

* Raising any serious issues with relevant Senior Managers.

* To work as part of the business support team, being open and flexible towards new ways of working in order to benefit the whole Service.

* To work compliantly within the General Data Protection Regulation (GDPR) and Data Protection Act (DPA) 2018.


Monday - Thursday 9am - 5pm, Fri 9am - 4:30pm.

37 hours per week, 4 days in the office 1 day from home.

If this sounds like the perfect opportunity for you then apply now or call 01633 760 123.


Acorn Recruitment acts as an employment agency for permanent recruitment.
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