Job Purpose
Aiglon’s HR department retains a wealth of historical staff records. The Archive Project aims to enhance the management of these files by digitizing critical documents and safely disposing of unnecessary items. The Archive Project Assistant will be responsible for processing all files, determining which documents should be digitized or destroyed, and systematically organizing and cataloging them for secure storage. This is a temporary position for the duration of the project.
Key Tasks and Responsibilities
- Support the digitization of 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 the relevant folders in RogerHR, following established naming conventions.
- Ensure the safe destruction of documents in accordance with GDPR protocols.
- Uphold strict confidentiality regarding sensitive staff data, adhering to Aiglon’s internal privacy policies and broader GDPR requirements.
- Identify and recommend improvements to the physical-to-digital workflow to enhance efficiency and accuracy as the project evolves, 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 anticipated completion date.
Other Tasks and Responsibilities
- Undertake any additional tasks reasonably required by the Associate Director of HR to support the smooth operation of the project.
- Understand and implement all school policies and procedures, particularly those relating to the safeguarding of children and young people.
- Embody the School’s Guiding Principles and consistently uphold the ethos of the School.
Qualifications and Attributes
A. Education, Qualifications, and Languages
- Essential: Professional Diploma or equivalent in office administration.
- English proficiency: High level in written and spoken English 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.
- GDPR awareness.
C. Personal Qualities, Attitudes, and Behaviours
- Essential: Organized, accurate, and able to follow 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.