Records Management Team Support - London, United Kingdom - Post Office Ltd

Post Office Ltd
Post Office Ltd
Verified Company
London, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

Summary:


Grade: 2B

Contract Type:
Fixed term contract - 6 months

Location:
Finsbury Dials with the opportunity for hybrid working

Reporting to:
Records Manager

Division:
Technology

Closing Date: 10/02/2023

The Purpose of the Role:


This role is required to conduct the administration and analytical requirements in relation to the movement and archiving of the Post Office Limited's physical records.

The post holder will ensure that protocols are followed to enable POL to accurately identify and manage its information.

This is a vital role that will need to work across functions, providing expert advice and guidance to colleagues within business units across POL, particularly colleagues within the Historical Matters and Inquiry teams.

The role will include some travel to the storage site which is currently based in Winchester.


Principal Accountabilities:


  • Ownership of the review and quality assurance checks of new submissions to archive, ensuring that all mandatory information has been captured to enable POL to locate information where required and manage it throughout its lifecycle, in accordance with legislative and business requirements.
  • Investigate submissions of material which are sent directly to the storage company, ensuring that required information has been captured and escalating occasions where it has not.
  • Analyse submissions, cross referencing data against POLs retention schedules, identifying anomalies or missing entries from the schedules.
  • Carry out physical audits of material submitted to storage to confirm that box indexing is accurate and sufficiently detailed.
  • Analyse the movement of material across POL to ensure that it can be tracked, located and retrieved when required.
  • Liaise with colleagues in business units across POL to provide guidance on current archiving practices, providing clear direction and support.
  • Effectively manage and maintain relationships with key stakeholders such as the Historical Matters Team, Inquiry Team and Data Management Team.
  • Deliver a high quality service to meet agreed Service Level Agreements.
  • Identify and escalate risks and issues in relation to information management.
  • Ensure that sensitive information and data is appropriately managed.
  • Input to design and testing of new ways of working to enhance team, and wider POL capability.
  • Responsible for admin tasks as directed by line manager, ensuring they are completed to given timescales.
  • Maintain accurate records of key performance indicators relevant to this area of business.
  • Identify practical communication methods to promote records management awareness such as updating Intranet pages.

Qualifications, Experience & Skills:


  • Good knowledge of Microsoft Office tools (particularly Teams, Office 365, Excel, Word and PowerPoint), and the SharePoint system.
  • Excellent communication/interpersonal skills written and verbal with the ability to work with stakeholders at all levels, and external partners.
  • Ability to work under pressure and meet deadlines
  • Good analytical, problem identification and problemsolving skills
  • Excellent organisational skills including the ability to plan and prioritise workloads.
  • Discretion dealing with sensitive and confidential information
  • Flexible and adaptable with a 'can do' approach
  • Committed to providing a firstclass service and improving the way in which information is managed at the Post Office.
  • Demonstrate and role model Post Office Ways of Working
  • Prior knowledge of Post Office business units would be beneficial.

About Post Office:


The Post Office has thrived at the heart of high streets and local communities across the UK for over 370 years.

As one of the country's most trusted brands, we take our commitment to providing essential services to customers across the UK very seriously.

We're the UK's largest retail network, as well as the largest financial services provider in the UK, with over 11,600 branches nationwide - more than all of the UK's banks and building societies put together.


We know that the best way to provide a great service for customers is to evolve our business and adapt to their changing needs.

That's why we have a range of over 170 products and services, from personal financial services like banking, insurance, payments and travel money, to telecoms and, of course, mails.

And we're improving our online and in store experience for customers. We know that our customers never stop changing, so neither will we. We're here, in person, for the people who rely on us.


Our Ways of Working underpin everything we do, they are the "How" of our business strategy. They differentiate our business and aim to inspire great behaviours and align our colleagues around specific actions in order to be the organisation we want to be, and achieve our business goals.

By living the Ways of Working each day, you will help make that vision a reality and enable our cultur
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