Archive Administrator

Management Level
Administrative

Job Description & Summary
A career in Infrastructure and Property, within Internal Firm Services, will provide you with the opportunity to be a part of developing and managing the PwC operational infrastructure that allows us to support our people and our clients. We focus on all aspects of internal infrastructure services from real estate site selection, facilities management, and physical security to managing relationships with Firm travel partners and event planning.

Our Office Services team is responsible for managing the well being of our office environment as well as responding to office requests from PwC partners and staff to help keep the office running smoothly.

To really stand out and make us fit for the future in a constantly changing world, each and every one of us at PwC needs to be a purpose-led and values-driven leader at every level. To help us achieve this we have the PwC Professional; our global leadership development framework. It gives us a single set of expectations across our lines, geographies and career paths, and provides transparency on the skills we need as individuals to be successful and progress in our careers, now and in the future.

At the Administrative level, you'll work as part of a team of problem solvers, helping to solve complex business issues from strategy to execution. PwC Professional skills and responsibilities for this management level include but are not limited to:

• Conduct self in a professional manner and take responsibility for work and commitments.
• Flex approach to meet the changing needs of teams and clients.
• Identify and make suggestions for improvements when problems and/or opportunities arise.
• Learn about business needs that are changing and consider the impact on services provided.
• Take action to stay current with new and evolving technology.
• Handle, manipulate and analyse data and information responsibly.
• Communicate with empathy and adapt communication style to meet the needs of the situation and audience.
• Anticipate the needs of others and take appropriate action.
• Embrace different points of view and welcome opposing and conflicting ideas.
• Uphold the firm's code of ethics and business conduct.

MAIN PURPOSE OF THE JOB
To assist internal clients with the retrieval of company documents, and to ensure the safekeeping, updating of systems and to control the destruction procedures of company files.

• Assist internal clients with the retrieval of company documents.
• Ensure the safekeeping, updating and destruction of all company documents.
• Ensure the efficient running of the archiving department.
• Familiarise with the Archiving Dept. General Rules.
• Read & Understand document retention policy.
• Assist internal departments without filing clerks, with the collection of files.
• Assist with any additional Archive related request.
• Add, update Audit and Non Audit information on the database register (Google).
• Ensure that client’s requests are met on a daily basis, and provide immediate feedback when there is a problem.
• Answer client’s requests via SnoW platform.
• Assist clients with the retrieval of documents both on-site and off-site.
• Utilize deductive reasoning to apply general rules to specific problems.
• Demonstrate flexibility of closure by identifying patterns in data.
• Use inductive reasoning to combine pieces of information to form general rules.
• Maintain selective attention to concentrate on tasks over time.
• Exhibit category flexibility in generating or using different sets of rules.
• Show near vision ability to see details at close range.
• Demonstrate oral comprehension and expression in communication.
• Exhibit written expression to convey information clearly.
• Recognize speech and understand spoken words.
• Order information according to specific rules.
• Demonstrate perceptual speed in comparing similarities and differences.
• Show problem sensitivity to recognize when something is wrong.
• Exhibit speech clarity for effective communication.
• Understand written information and ideas presented in documents.

Manage Document Storage

• Ensure that all documents registered on the archiving system are kept under strict confidentiality.
• Ensure that the client signs for each document leaving the archives.
• Ensure that documents are distributed to internal clients only.
• Control access to the archives to maintain confidentiality.
• Be present when assisting clients in the department.

Deep Storage documents

On-site Documents:

• Confirm availability of documents.
• Find documents and contact clients via the Service Now Portal.
• Supply documents to clients.
• Ensure that the client signs for documents.
• Complete and file request card.

Off-site Documents (Deep storage):

• Confirm availability of documents.
• Find documents and contact clients via the Service Now Portal.
• Request delivery of documents.
• Contact the client for the collection of the document.
• Ensure that the client signs for documents.
• Complete and file request card.
• Keep record of who is in possession of the company's documents.

Confidentiality

• Be present when assisting clients in the department.
• Control access to the archive department to maintain confidentiality.
• Ensure that all documents registered on the archiving system are kept under strict confidentiality.
• Ensure that the client signs for each document leaving the archiving premises.
• Ensure that documents are distributed to internal clients only.
• Ensure that no one without legal access is allowed to enter the archives.

Daily Duties

• Register all documents on hard copy.
• Assist departments without filing clerks with collection of bins and bulk documents.
• Ensure that box numbers are recorded on outgoing files to clients.
• Collect deep storage bins for the destruction of confidential documents.
• Sort incoming documents from clients under the correct departments.
• Follow and understand all oral and written instructions.

Service Provider

• Meet deadlines on workload delegated by the supervisor.
• Ensure that client requests are met on a daily basis.
• Work under pressure and demonstrate flexibility.
• Ensure that the request form is completed and signed by the client.
• Repack returned documents in correct boxes.
• Assist all departments without filing clerks with collection of bins and bulk documents.
• Collect deep storage bins for the destruction of confidential documents.
• Record box numbers on outgoing files to clients.
• Establish and maintain effective relationships with fellow employees.
• Respond to client requests for document retrieval.
• Bind non-audit documents for offsite storage.
• Update new partner intakes.
• Scan boxes for collection.

Job Objectives

• Client enquiries Deep Storage.
• Confidentiality Housekeeping.
• Capturing documents IFS Operations Assistance.

Housekeeping

• Keep the department neat and tidy at all times.
• Destroy old deep storage boxes and remove them from the archives.
• Ensure that empty bins are available for destruction of old documents.
• No eating allowed at workstation.

SKILLS

• Active Learning.
• Active Listening.
• Coordination.
• Critical Thinking.
• Learning Strategies.
• Reading Comprehension.
• Service Orientation.
• Social Perceptiveness.
• Speaking.
• Time Management.
• Computer Literacy.

ATTRIBUTES

• Teamwork to achieve Department objectives.
• Strong Ethics.

Travel Requirements
Up to 20%

Available for Work Visa Sponsorship?
No

Job Posting End Date
November 29, 2024