Job Description

Job Purpose:

To catalogue active files / archive records and process, storage and retrieval requests in accordance with the Facilities Service Level Agreement. To assist the wider on site Team within the Mailroom as required.

Hours of Work: Monday - Friday - 35 hours a week

Duties and Responsibilities:

Process incoming and outgoing records requests received via email, phone, and other communication channels. Accurately add, update, and maintain records within the records management system. Coordinate the retrieval and delivery of files from offsite storage providers. Manage onsite storage areas, ensuring files are returned and tracked promptly. Maintain and organise physical archives to ensure accessibility and compliance. Input and verify data accurately within relevant databases and client systems. Conduct searches and audits within archive databases as required. Scan physical records and securely upload them to client systems in line with data protection standards. Ensure all processes are followed in accordance with company policies and client requirements. Liaise with third party storage contractor on storage, retrieval and destruction of archive boxes and files. Implement and maintain good housekeeping practices in the live file store and office areas. Interrogate systems of archive records for review, off site storage, retrieval and destruction. Escalation of issues to relevant client facilities contacts as required. Carryout regular audits of inactive files. Administration of paper chase application. Provision of monthly MI. Ensure SLAs are achieved. Development of professional relationships with end users. Support all service areas managed by SPS Support the wider team with administrative and project-based tasks as required.

Person specification:

The ideal candidate will display knowledge and experience of the following;

Qualifications

N/A

Skills/Competencies

The post holder will be professional at all times when dealing with clients and proactively represent SPS on site promoting excellent customer service. Excellent customer service skills. Flexibility regarding shift start and finish times. Working accurately even under pressure, paying attention to detail and ensure tasks are completed on time. Basic IT skills -Word Processing, Spreadsheets, Databases, Email and Web.

Knowledge

Knowledge of UK & international mailing arrangements. Knowledge of complaint handling procedures.

Previous experience

Records Management.

Personal qualities

Works well with a team.

N.B

. All roles will be expected to undertake manual handling duties within their physical capabilities. It is therefore, essential that if you have a disability which will limit your ability to undertake this type of work, you alert us at interview to this.

SPS UK&I ensures equal employment opportunity to all employees and applicants without regard to race, colour, religion, gender, sexual orientation, national origin, ethnic background, age, marital status, physical or mental disabilities, or any other characteristic protected by law. Our policy extends all phases of the employment process, including recruitment, selection, transfer, training, restructuring, promotion and compensation.

Job Types: Full-time, Permanent

Pay: 25,480.00 per year

Benefits:

Company pension Cycle to work scheme Employee discount Employee mentoring programme Enhanced maternity leave Enhanced paternity leave Free flu jabs Health & wellbeing programme Paid volunteer time Referral programme Sick pay
Experience:

Administrative experience: 1 year (preferred)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 28/11/2025
Reference ID: SPS3592