Document Management Team Administrator - Swansea, United Kingdom - Arvato Ltd

Arvato Ltd

Verified Company

Swansea, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

About us

We are a trusted partner to both the private and public sectors, with expertise in delivering award-winning customer services, business process outsourcing (BPO) and public sector and citizen services.

With more than 50 years of experience, we design and deliver innovative, individual solutions for some of the world's most respected consumer brands and UK public sector organizations, through long-term partnerships.

We are driven by technology, differentiated by experience, and powered by people. We are an equal opportunities employer, embracing diversity in the workplace.

The Role

DMT (Document Management Team) are the first step in the Purchase to Pay process checking all incoming invoices to our site.

We also are responsible for managing all incoming/outgoing HR documentation and mail to our Swansea site. The role is also an essential part of our information retention process.

Team members will work together to manage the documentation filing system to ensure all hard copy data is held securely.

As part of the team, you will be required to work 40 hours per week of with the requirement to complete a few hours on a Sunday as and when necessary.

Responsibility for all incoming and outgoing mail from the building including special delivery and courier collections and deliveries. Liaison with a customer messenger service when required.
Distributing incoming documentation to the correct individuals within Shared Services for appropriate action.
Batch and scan all relevant paperwork, including invoices and HR documentation received within Shared Services.
Dispatch any paper output documents produced as a result of Shared Service activities via inhouse franking equipment.
Filing and maintaining customer documentation in a way that ensures the integrity of said data.
Supporting the business by covering weekend system validation testing as and when required.
Dealing with scan system errors; checking and clearing said errors with scanned documents. Rescanning if necessary or making IT teams aware when further indepth investigation and assistance is required

Collaborative Teamwork:

Participate in a teambased culture which identifies, communicates and addresses customers' needs and contributes to cross team activities.
Liaise closely with other department team members to build/maintain good relationships and work on joint activities as required to increase effectiveness.
Provide the Document Management Team Manager with effective support in relation to customer service escalations and internal team enquiries.
Contribute to the Shared Services environment by supporting its vision and values.
Promote collaboration within own team and throughout Shared Services.
Encourage and participate in own and staff learning, including across the teams of the Shared Services to promote crossskilling.

Continuous Improvement:

Contribute to teambased culture and environment which strives for continuous improvement.
Make constructive suggestions for processes and procedures that will deliver productivity and service enhancement

Essential:

Numeracy and analytical skills.
Computer literate.
Excellent customer and delivery focus.
Highly selfmotivated and directed with keen attention to detail.
Ability to communicate effectively using a wide range of media (verbally and written).
Flexible and adaptable approach.
Strong planning and organising skills.
Good interpersonal skills; "cando" attitude.

Desirable

Familiar with Word, Excel, and Outlook.
Experience with multifunctional printers.
Volume printing.
Filing and retention processes.

Diversity & Inclusion Statement
**It's our differences that make our organisation stronger, and we work to ensure that all our colleagues' voices are heard and that their aspirations are nurtured in a culture where people can grow and be 100% themselves every day, no matter their age, sex, gender, disability, ethnicity, sexuality, neurodiversity, or religion. Not only are we a Disability Confident Committed Employer, but we also believe in continuously strengthening our female talent, standing with the LGBTQI+ community and celebrating our multicultural workforce.