Job Purpose
Aiglon’s HR department is undertaking a significant Archive Project aimed at managing the historical staff records. This initiative focuses on enhancing the accessibility of important files through the digitization of relevant documents while ensuring the safe disposal of unnecessary items. The Archive Project Assistant will play a crucial role in processing these files by selecting documents for digitization or destruction and organizing them for safekeeping. Please note that this is a temporary role for the duration of the project.
Key Tasks and Responsibilities
- Support the project to digitize staff records.
- Systematically scan and digitize historical and current physical staff files.
- Ensure all digital documents are high-quality, readable, and properly formatted.
- Categorize and upload documents into relevant folders in RogerHR according to established naming conventions.
- Ensure the safe 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 suggest improvements to the physical-to-digital workflow to enhance efficiency and accuracy, 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 as 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, particularly those relating 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
The qualifications, experience, and attributes of the post holder must match the detailed specifications below:
A. Education, Qualifications, and Languages
- Essential: Professional Diploma or equivalent in office administration.
- Essential: High level of English proficiency in both written and spoken forms 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.
- Essential: Exceptional attention to detail and accuracy in data entry.
- Essential: GDPR awareness.
C. Personal Qualities, Attitudes, and Behaviors
- Essential: Organized, accurate, and able to follow 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. Only applications matching the job profile will be considered.