Archive Administrator

Line of ServiceInternal Firm ServicesIndustry/SectorNot ApplicableSpecialismIFS - OperationsManagement LevelAdministrativeJob Description & SummaryA 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 JOBTo 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.Familiarise with the Archiving Dept. General Rules.Read & Understand document retention policy.Assist internal departments without filing clerks, with the collection of files.Assist with any additional Archive related requests.Add, update Audit and Non-Audit information on the database register (Google).Ensure that client's requests are met on a daily basis, and provide 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.Manage Document StorageEnsure 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 documentsOn-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: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 delivery, contact the client for collection of the document via the Service Now Portal & telephone.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.ConfidentialityControl access to the archive department to maintain a confidential environment.Ensure that all documents registered on the archiving system are 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.Daily DutiesAll documents are registered on hard copy.Assist departments without filing 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 to prevent confusion when retrieving documents.Follow and understand all oral and written instructions.Service ProviderMeet deadlines on workload delegated by the supervisor.Ensure that client requests are met on a daily basis.Must be able to work under pressure and be flexible.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.Establish and maintain effective relationships with fellow employees.Job ObjectivesClient enquiries Deep StorageConfidentiality HousekeepingCapturing documents IFS Operations AssistanceHousekeepingEnsure 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.No eating allowed at workstation.SKILLSActive 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 LiteracyATTRIBUTESTeamwork to achieve Department objectives.Strong EthicsEducationDegrees/Field of Study required: Degrees/Field of Study preferred:CertificationsRequired SkillsOptional SkillsDesired LanguagesTravel RequirementsUp to 20%Available for Work Visa Sponsorship?NoGovernment Clearance Required?YesJob Posting End DateNovember 30, 2024
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