Job Purpose
Aiglon’s HR department manages a wealth of historic staff records. The primary goal of this project is to enhance the accessibility and organization of these files by digitizing relevant documents and safely disposing of unnecessary items. The Archive Project Assistant will play a crucial role in processing all files, determining which documents should be digitized or discarded, and organizing and cataloging them for secure storage. This is a temporary position for the duration of the project.
Key Tasks and Responsibilities
- Support the initiative to digitize staff records.
- Systematically scan and digitize both historical and current physical staff files.
- Ensure all digital documents are of high quality, readable, and properly formatted.
- Categorize and upload documents into relevant folders in RogerHR in accordance with the established naming convention.
- Ensure the secure destruction of documents in compliance with GDPR protocols.
- Uphold strict confidentiality regarding sensitive staff data, adhering to Aiglon’s internal privacy policies and broader GDPR requirements.
- Identify and propose enhancements to the physical-to-digital workflow to boost efficiency and accuracy as the project expands, documenting best practices for future archival efforts.
- Maintain a detailed project log to track the volume of files processed daily and provide weekly status updates to the Associate Director of HR to ensure the project stays on track for its projected completion date.
Other Tasks and Responsibilities
- Undertake any other tasks reasonably requested by the Associate Director of HR to facilitate the smooth operation of the project.
- Understand and implement all school policies and procedures, particularly those related to safeguarding children and young people.
- Embrace the School’s Guiding Principles and uphold the ethos of the School at all times.
Qualifications, Experience, and Attributes
The qualifications, experiences, and attributes of the post holder must match the detailed specification below:
A. Education, Qualifications, and Languages
Essential:
- Professional Diploma or equivalent in office administration.
- High proficiency in written and spoken English is required for indexing records and understanding historical correspondence.
B. Experience and Knowledge
Essential:
- Prior experience with HRIS software or large-scale document digitization projects.
- Exceptional attention to detail and accuracy in data entry.
- Awareness of GDPR requirements.
C. Personal Qualities, Attitudes, and Behaviours
Essential:
- Organized, accurate, and adept at following complex filing instructions.
- Ability to maintain a high level of confidentiality regarding sensitive staff data.
- Reliable and capable of working independently.
Apply online using the form below. Only applications matching the job profile will be considered.