Reporting to the Records Manager this role will carry out all related duties in line with operational procedures and pick up ownership for the service in the absence of the Records Manager., Assist with the operation of incoming and outgoing records by monitoring email requests.

• Add new files and deeds onto the records management database
• Collate and send deed and file requests to offsite storage vendors
• Check deliveries in and out of the firm and file the order sheets and emails
• Deliver and collect files, deeds and boxes to and from fee-earners within agreed / contractual SLAs.
• Regularly walk the floors and liaise with internal clients to ensure that retrieved files, boxes and deeds are returned to storage at the earliest opportunity.
• Undertake a range of filing duties.
• Assist with ad-hoc projects and other reasonable duties.
• Enter accurate and good quality data onto the relevant systems / platforms.
• Liaise with internal customers to address anomalies on box / deed schedules.
• Check (and prepare where necessary) items for storage including production of labels.
• Accurately process e-mail, telephone and written requests for file and deed retrievals, within agreed / contractual SLAs
• Undertake searches on archive databases for items which require retrieval.
• Liaise with the storage suppliers concerning queries.
• Perform a physical check of items that are returned from the storage supplier.
• Check out files on the database prior to distribution.
Key Performance Indicators (KPIs)
• Check quantities ordered from CMS' preferred supplier for off-site storage.
• Scan boxes into the Records Management system for tracking of all delivered items.
• Respond to all client matters in storage.
Relationships
• Liaise with internal and external clients providing information on all aspects of records in off-site and on-site storage.
• Work with and support the rest of the internal and wider RM team.
Skills & Knowledge
• Good I.T. skills, Demonstrates ability to plan and organise time; works to given timeframes and anticipates likely workflows to meet goals and objectives.
• Identifies issues, risks and conflicts and asks for assistance when required in a timely and constructive manner.
• Proactively keeps manager/ supervisor informed of work status and seeks clarification where appropriate.
• Adheres to established processes and procedures.
Communication / Sharing Opportunities
• Works effectively with others in and around team.
• Shares information and communicates proactively and openly with colleagues at all times.
• Considers and contributes to sharing of knowledge about 'better ways of working' via colleagues and/or contributions to processes.
Client Care
• "Thinks client" ("who are our clients?", "how can we / I serve them better?") and delivers excellent service accordingly.
• Checks understanding of clients needs if unsure of requirements.
• "Demonstrates a flexible approach according to clients' needs/ requirements.
• Meets or exceeds clients' expectations in completing assigned work.
• Involve all necessary individuals appropriately to respond to client requirements.
  
  Knowledge of internal Records Management systems
• Basic Knowledge of external RM Systems
• Must be able to work on own initiative and be well organised, working in a methodical and structured way. Ensuring all aspects of the job is covered each day.
Technical Competence
• Ideally have Records Management experience
• Carries out everyday duties in an exceptional manner, exceeding the requirements of the job.
• Demonstrates a detailed knowledge of office procedures relating to the role.
• Consistently produces accurate work with little or no errors.
• Has an excellent understanding of the IT packages/ systems/ equipment necessary to perform the role.
Self-awareness
• Demonstrates good listening skills and checks for understanding when necessary.
• Responds to professional environment, presenting appropriate verbal and non-verbal behaviour with clients and colleagues.
• Responds positively to feedback.
• Learns from experience and continuously strives to improve personal performance.
Motivation and values
• Is prepared to take responsibility for own job satisfaction and/ or career development.
• Is eager to learn and continuously improve way of working.
• Demonstrates high level of personal and professional integrity.
• Is enthusiastic about role and motivated to carry it out to the highest standards.
• Maintains excellent time-keeping and attendance record.
Leadership
• Supports and contributes positively to the vision of the team/ group.
• Displays a positive, enthusiastic approach to the role.
• Acts as a role model to peers and (more junior) members of the team., Demonstrates appropriate verbal and non-verbal behaviour with clients and colleagues at all times, in person, over the telephone and in written communication.
• Presents a professional and friendly image at all times.
• Maintains a tidy and organised working environment.
• Shows tact, courtesy and diplomacy at all times.
  
  CMS is a Future Facing firm with more than 80 offices in over 45 countries and 5,800+ lawyers worldwide. We combine deep local market understanding with a global perspective. We are passionate about building strong relationships with our clients, our people, and the communities we work in.
We take a bold, dynamic, and agile approach to ensure our clients are able to face the future with confidence. We are driven by emerging technologies such as generative AI and readily embrace the possibilities it opens up for developing new and better ways of working. Our aim is to inspire, impact and support our clients and our people, helping them to maximize their potential and thrive.


• Competitive basic salary (reviewed annually)
• Flexible, hybrid working policy
• Generous bonus scheme
• Up to 25 days holiday (rising to 28 days with service)
• Holiday exchange scheme
• Private medical insurance
• Enhanced parental leave
• Reasonable adjustments and accommodation for disabled talent in accordance with the Equality Act 2010.