Archive Administrator

Description
Management Level
Administrative
Job Description & Summary
A career in Infrastructure and Property, within Internal Firm Services, will provide you with the opportunity to be a part of developing and managing the PwC operational infrastructure that allows us to support our people and our clients. We focus on all aspects of internal infrastructure services from real estate site selection, facilities management, and physical security to managing relationships with Firm travel partners and event planning.
Our Office Services team is responsible for managing the well being of our office environment as well as responding to office requests from PwC partners and staff to help keep the office running smoothly.
To really stand out and make us fit for the future in a constantly changing world, each and every one of us at PwC needs to be a purpose-led and values-driven leader at every level. To help us achieve this we have the PwC Professional; our global leadership development framework. It gives us a single set of expectations across our lines, geographies and career paths, and provides transparency on the skills we need as individuals to be successful and progress in our careers, now and in the future.
At the Administrative level, you'll work as part of a team of problem solvers, helping to solve complex business issues from strategy to execution. PwC Professional skills and responsibilities for this management level include but are not limited to:
Conduct self in a professional manner and take responsibility for work and commitments.
Flex approach to meet the changing needs of teams and clients.
Identify and make suggestions for improvements when problems and/or opportunities arise.
Learn about business needs are changing and consider the impact on services provided.
Take action to stay current with new and evolving technology.
Handle, manipulate and analyse data and information responsibly.
Communicate with empathy and adapt communication style to meet the needs of the situation and audience.
Anticipate the needs of others and take appropriate action.
Embrace different points of view and welcome opposing and conflicting ideas.
Uphold the firm's code of ethics and business conduct.
MAIN PURPOSE OF THE JOB
To assist internal clients with the retrieval of company documents, and to ensure the safekeeping, updating of systems and to control the destruction procedures of company files.
Assist internal clients with the retrieval of company documents.
Ensure the safekeeping, updating and destruction of all company documents.
Ensure the efficient running of the archiving department.
Ensure to familiarise with the Archiving Dept. General Rules.
(
Refer to Standard Operating Procedure
– Page 26)
Ensure to Read & Understand document retention policy
(
Refer to Standard Operating Procedure
– Page 6-24)
To assist internal departments without filing clerks, with the collection of files.
To assist with any additional Archive related request.
Ensure to add , update Audit and Non Audit information on the database register (Google)
Ensure that client's requests are met on a daily basis, and to give immediate feedback when there is a problem.
Answer client's requests via SnoW platform
Assist clients with the retrieval of documents both
on-site
and
off-site
:
Deductive reasoning the ability to apply general rules to specify problems to produce answers that make sense
flexibility of closure - ability to identify or detect a known pattern (A figure, object, word or sound) that is hidden in other destructing material.
Inductive reasoning- the ability to combine pieces of information to form general rules or conclusions(includes finding a relationship among seemingly unrelated events)
Selective Attention- the ability to concentrate on a task over a period of time without being distracted.
Category flexibility-the ability to generate or use different sets of rules for combining or grouping things in different ways.
Near vision-The ability to see details at close range (within a few feet of the f observer)
Oral Comprehension -The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression-the ability to communicate information and ideas in writing so others will understand.
Written Expression- The ability to communicate information and ideas in speaking so that others will understand .
Speech recognition-The ability to identify and understand the speech of another person.
Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set rules(e.g. patterns of numbers ,letters,words, pictures,mathematical operations).
Perceptual Speed- The ability to quickly and accurately compare similarities and differences among sets of letters,numbers objects,pictures or patterns.The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object .
Problem Sensitivity–The ability to tell when something is wrong or is likely to go wrong .It does not involve solving the problem ,only recognizing there is a problem .
Speech Clarity-The ability to speak clearly so others can understand you.
Written Comprehension-The ability to read and understand information and ideas presented in writing
Manage Document Storage
Ensure that all documents registered on the archiving system are kept under strict confidentiality.
Ensure that the client signs for each document leaving the archives.
Ensure that documents are distributed to internal clients only, and not to clients of the firm.
Ensure that no one without legal access is allowed to enter the archives.
Be present when assisting clients in the department.
Deep Storage documents
On-site Documents:
Confirm availability of documents.
Find documents ,and contact clients via the Service Now Portal or the Paper File Management System.
Supply document to client.
Ensure that the client signs for documents.
Complete and file request card.
Off-site Documents : ( Deep storage )
Confirm availability of documents.
Find documents ,and contact clients via the Service Now Portal or the Paper File Management System
Request the delivery of documents either by shuttle delivery or express (if urgent) delivery .
Upon the delivery,contact the client for the collection of the document via the Service Now Portal & telephonically.
Ensure that the client signs for documents.
Complete and file request card.
Keep record of who is in possession of the company's document/s.
Confidentiality
Be present when assisting clients in the department
Control access to the archive department to maintain a confidential environment
Ensure that all documents registered on the archiving system, be kept under strict confidentiality.
Ensure that the client signs for each document leaving the archiving premises.
Ensure that documents are distributed to internal clients only, and not to clients of the firm.
Ensure that no one without legal access is allowed to enter the archives.
Be present when assisting clients in the department.
Control access to the archive department to maintain a confidential environment.
Daily Duties
All documents are registered on hard copy
Assist departments without filling clerks with collection of bins,bulk documents and issuing of empty storage boxes.
Ensure that box numbers are recorded on outgoing files to clients
Ensure that deep storage bins are collected on floors for the destruction of confidential documents
Ensure that document returns are captured and recorded before dispatch to deep storage
Ensure that incoming documents from clients are sorted under the correct departments - partners or groups to prevent confusion when retrieving documents the correct binding off procedure is used.
All documents are registered on hard copy
Follow and understand all oral and written instructions
Ensure that document returns are captured and recorded before dispatch to deep storage
service provider
To meet deadlines on workload delegated by the supervisor.
Ensure that the client requests are met on a daily basis.
Must be able to work under pressure and flexibility.
Ensure that the request form is completed and signed by the client/s.
Ensure that returned documents are repacked in correct boxes, to avoid misfiling or misplacing of documents.
Assist all departments without filing clerks with collection of bins, bulk documents and the issuing of empty storage boxes.
Ensure that deep storage bins are collected on floors, for the destruction of confidential documents.
Ensure that box numbers are recorded on outgoing files to clients
Establish and maintain effective relationships with fellow employees
Ensure Client requests are met on a daily basis and give immediate feedback when there is an issue.
Answer clients with retrieval of documents both onsite and offsite by referring to the database and register
Binding off of non audit documents
Sending binded documents offsite to deep storage
Updating new partner intakes
Scanning of boxes for collection
Job Objectives
Client enquiries
Deep Storage
Confidentiality
Housekeeping
Capturing documents
IFS Operations Assistance
Housekeeping
Ensure that department is kept neat and tidy at all times
Ensure that all old deep storage boxes are destroyed, and removed from the archives.
Ensure that empty bins are always available for destruction of old documents, and to dispatch empty bins to deep storage service providers when bins are full.
No Eating allowed at workstation.
SKILLS
Active Learning : Understanding the implications of new information for both current and future problem-solving and decision-making.
Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Coordination : Adjusting actions in relation to others' actions.
Critical Thinking:: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Learning Strategies: Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
Reading Comprehension: Understanding written sentences and paragraphs in work related documents.
Service Orientation :- Actively looking for ways to help people.
Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.
Speaking: Talking to others to convey information effectively.
Time Management : Managing one's own time and the time of others.
Computer Literacy
ATTRIBUTES
Teamwork to achieve Department objectives.
Strong Ethics
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Travel Requirements
Up to 20%
Available for Work Visa Sponsorship?
No
Job Posting End Date
November 29, 2024