Records Management Co-Ordinator

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.,

• 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., 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 external Xerox team., 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., 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., Meets or exceeds clients' expectations in completing assigned work.


• Involve all necessary individuals appropriately to respond to client requirements.
  
  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 70 offices in over 40 countries and 5,000+ 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 technology 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.