Records Administrator Customer Service Operational efficiency Continuous improvement Planning and organisation Administration
Sheffield (South Yorkshire) Infra / Networks / Telecom
Job description
· Location
Sheffield, South Yorkshire
· Salary
£10.00/Hour
· Category
Industrial & Manufacturing and Production - Printing
· Job type
Contractor
· Industry
Industrial and Manufacturing
· External Reference
JN-092019-90850
Job Purpose
Report to the Records Manager and carry out all related records management duties in line with operational procedures.
Responsibilities
Customer Service
· To demonstrate pride and professionalism in all aspects of customer service
· Develop excellent working relations with clients, demonstrating strong communication skills
· Consistently exceed client expectations by providing outstanding customer service
· To relate accurate information to users on the progression of their work
· To seek feedback on client satisfaction
· Build relationship with clients and manage their perceptions and expectations
· Provide expertise in service to users
· Liaise with internal and external clients providing information on all aspects of records stored for CMS
Operational efficiency
· To effectively supervise all the Records Management processes through the area of which they are responsible for - collation and data entry of files and documents ready for indexing, making up of box contents and preparation of content listing
· Ensure all aspects of job requisition / instructions and other relevant information is checked and correct prior to ordering files from off-site storage via Records Management system
· Demonstrate the ability to supervise workflow through the prioritisation of incoming work and ensuring deadlines are met
· Relate accurate information to users on the progression of their work. When deadlines cannot be met ensure user is informed within sufficient time. Offer alternative solutions when necessary
· Provide service in a timely fashion and kept in line with current SLAs
· Organise returns to off-site storage provider via Records Management system
· Creation of inventories for deeds packets
· Creation of new files via Records Management system
· Management of onsite files and deeds
· Maintain central filing areas and process relevant files for closure and offsite storage on a monthly basis
· Undertake project work on behalf of the Real Estate team and other teams as and when required
· Demonstrate a thorough working knowledge of all systems
· Any reasonable ad hoc duties as required by senior management
Continuous improvement
· To comply with the Client Account Procedures Manual (CAPM), SLAs and H&S regulations, updating as necessary
· Implement all action points arising from customer feed back and team meetings ensuring continuous improvement to customer standards
· Drive Best Practice standards within the Records Management service
· Demonstrate subject matter expertise in the service to key CMS clients, customers and staff alike
Planning and organisation
· Must be able to work on own initiative and be well organised, working in a methodical and structured way. Ensuring all aspects of the job is covered each day.
· Awareness of impending holidays and impact on service
· To maintain a tidy work area and implement a clean as you go policy
· Liaise with Service Delivery Manager to ensure maximum use of all resources
Administration
· Demonstrate a working knowledge of the recording information, completing client request forms, the variable recharge process and updating of manuals
· To comply with the Client Account Procedures Manual and Service Level Agreement
· Provide timely, accurate and relevant management information
· To maintain and manage stock control records and ordering
Health & Safety
· Implement and monitor Health and Safety action points arising from risk assessments and audits
· To be aware of and maintain safe working practices related to H&S and COSSH regulations 1988 and Manual Handling policies
· Ensure awareness of CMS-CMNO, e.g. Fire Marshalls, evacuation, risk assessments
Personal Standards
· Consistently live the Xerox corporate values and encourage the team to do so
· To be outwardly professional toward all clients
· Always to treat colleagues with courtesy and respect
· Adhere to the required dress code
· To be punctual in attendance
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.
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