Job Purpose
Aiglon's HR department holds a vast collection of historic staff records. The aim of this project is to enhance space management and accessibility of these files by digitizing relevant documents and securely disposing of unnecessary items. The Archive Project Assistant will be responsible for processing all files, selecting documents for digitization or destruction, and organizing and cataloging these in the appropriate programs 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 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 while adhering to Aiglon's internal privacy policies and broader GDPR requirements.
- Identify and suggest improvements to the physical-to-digital workflow to increase 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 and provide weekly status updates to the Associate Director of HR to keep the project on schedule for its projected completion date.
Other Tasks and Responsibilities
- Undertake any additional 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, particularly those related to safeguarding children and young people.
- Foster an understanding of 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 align with the following specifications:
A. Education, Qualifications, and Languages
- Essential: Professional Diploma or equivalent in office administration.
- High proficiency in English (both written and spoken) is required for indexing records and comprehending 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.