Principal Specialist of Document and Archives

ROX; United Kingdom; On-site; GBP 30,000 - 40,000; Full time

Job summary

A reputable organization in the United Kingdom is looking for a skilled Document and Records Management Specialist. You will be responsible for managing and systematizing records, advising on the archive system, and ensuring compliance with Group regulations. The ideal candidate should possess a university degree in Document and Archival Studies or a related field and have at least 3 years of relevant professional experience. Proficiency in office software and strong communication skills are essential to support document handling and compliance efforts.

Qualifications

• At least 3 years of experience in Administration and Document/Records Management.
• Professional experience with clerical and archival tasks.
• Proficient in using office software for management tasks.

Responsibilities

• Execute Group tasks related to management and use of seals and documents.
• Advise on managing and operating the Group-wide records archive system.
• Research and develop documents and regulations for clerical work.

Skills

Document and Archival Management

Office software proficiency

Communication skills

Education

University degree in Document and Archival Studies

University degree in Social Sciences

Job description

• Execute Group tasks related to the management and use of seals, reception of incoming and outgoing documents, systematization, and retrieval of records to serve the work of units at TNG; ensure safety, efficiency, and compliance with Group regulations and the law.
• Advise the Director of Administration & Asset Management on the management and direction of the development and operation of the Group-wide records archive system; facilitate the systematization, archiving, and utilization of records to serve the work needs of units safely, efficiently, and in compliance with Group regulations and the law.

KEY RESPONSIBILITIES & ACCOUNTABILITIES:

1. Research, propose, and develop documents, initiatives, and plans for the operation and archiving of records Group-wide
   • Research, develop, update, and amend regulations and professional procedures for clerical and archival work (including the management and use of seals at ROX Group).
   • Propose ideas and recommendations for work improvements.
2. Management of documents and seals of ROX Group and member companies:
   • Receive and process records, documents, and materials sent to ROX Group and member companies.
   • Receive and control official correspondence and materials issued by ROX Group.
   • Manage the seals of ROX Group and member companies.
   • Receive and affix seals to various types of documents, materials, vouchers, drawings, and as-built records of projects and companies belonging to the Group.
3. Perform the systematization of records; retrieve and provide records to departments and member companies for daily operational work; and support the inspection and auditing of projects.
4. Execute Archival Operations:
   • Receive, classify, and archive all Original/Master Records, including the legal records of projects, industrial parks, and ROX Group's member companies.
   • Systematize and retrieve document records to serve the work requirements of the units.
5. Monitor and compile reports on Clerical and Archival tasks as required by the competent authority.
6. Perform other duties as assigned by management levels and according to Group regulations, to achieve the common objectives of the Unit/Department.

REQUIREMENTS

Qualifications:

• Education: University degree or higher in Document and Archival Studies or Social Sciences.
• Computer skills: Proficient in using office software.

Experience:

• Professional experience: At least 3 years of experience in the field of Administration and Document/Records Management.

Knowledge:

• General Knowledge:
  • Deep understanding of the Organization: Vision, mission, core values, and organizational structure of the Group.
  • Deep understanding of systems and unit regulations/procedures.
  • Solid grasp of the Law on Archives and legal documents concerning Clerical and Archival work.
• Professional Knowledge: Knowledge of System Management and Document/Records Management; Understanding of methodologies to support inspection and auditing organizations.