Job Purpose
Aiglon’s HR department is responsible for managing numerous historic staff records. This project aims to optimize space and improve accessibility by digitizing relevant documents while safely disposing of unnecessary items. The Archive Project Assistant will be tasked with processing all files, selecting documents for digitization or destruction, and organizing them within the appropriate systems for safekeeping. Please note, 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 digitalize 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 the established naming convention.
- Ensure 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 suggest improvements to the physical-to-digital workflow to enhance efficiency and accuracy as the project progresses, 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 is on schedule for its anticipated 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. It is essential to understand and implement all school policies and procedures, especially those relating to safeguarding children and young people. Additionally, upholding the School’s Guiding Principles and ethos is a critical expectation.
Qualifications, Experience and Attributes
A. Education, Qualifications and Languages
Essential:
- Professional Diploma or equivalent in office administration.
- Proficiency in English (high level of both written and spoken) 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 capable of following complex filing instructions.
- Able 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.