Job Purpose
The HR department at Aiglon is responsible for managing a wealth of historic staff records. This project aims to optimize space and improve the accessibility of these critical files by digitizing pertinent documents and securely disposing of unnecessary items. The Archive Project Assistant will engage in processing all files, selecting documents for digitization or destruction, and organizing and cataloguing these items in relevant programs for safekeeping. Please note that this role is temporary and will last only for the duration of the project.
Key Tasks and Responsibilities
- Support the project to digitize staff records.
- Systematically scan and digitalize historical and current physical staff files.
- Ensure all digital documents are of high quality, readable, and properly formatted.
- Categorize and upload documents in relevant folders in RogerHR according to established naming conventions.
- Ensure the safe destruction of documents following GDPR protocols.
- Uphold strict confidentiality regarding sensitive staff data, adhering to Aiglon’s internal privacy policies and broader GDPR requirements.
- Identify and suggest improvements to the physical-to-digital workflow to enhance efficiency and accuracy as the project scales, ensuring best practices are documented for future archival initiatives.
- Maintain a detailed project log to track the volume of files processed daily, providing weekly status updates to the Associate Director of HR to ensure the project remains on schedule for its projected completion date.
Other Tasks and Responsibilities
- Undertake any other tasks reasonably required by the Associate Director of HR to assist in the smooth running of the project.
- Understand and implement all school policies and procedures, especially those related to safeguarding children and young people.
- Understand the School’s Guiding Principles and uphold the ethos of the School at all times.
Qualifications, Experience, and Attributes
A. Education, Qualifications, and Languages
- Essential: Professional Diploma or equivalent in office administration.
- Essential: High proficiency in English (both written and spoken) for indexing records and understanding historical correspondence.
B. Experience and Knowledge
- Essential: Prior experience with HRIS software or large-scale document digitization projects.
- Essential: Exceptional attention to detail and accuracy in data entry.
- Essential: Awareness of GDPR regulations.
C. Personal Qualities, Attitudes, and Behaviors
- Essential: Organized, accurate, and capable of following complex filing instructions.
- Essential: Ability to maintain a high level of confidentiality regarding sensitive staff data.
- Essential: Reliable and capable of working independently.
Apply online using the form below. Please note that only applications matching the job profile will be considered.