Job Description
Owen Reed is looking for a Records Management Assistant for a top law firm in London.
The Records Management Assistant provides day-to-day operational support to the delivery of the records management function, ensuring the accurate handling, storage, tracking, and retrieval of matter files, deeds, wills, and other firm records. The role helps maintain high standards of information governance, client service, and operational efficiency.
Summary of Role
Records Storage, Processing & Maintenance
• Assist with indexing, scheduling, and preparing items for off-site storage
• Maintain accurate data entry in the firm's records system
• Support routine audits of stored materials to ensure accurate cataloguing and compliance
Record Retrieval & Delivery Coordination
• Process daily recall requests to agreed operational timeframes
• Liaise with external storage providers, ensuring efficient and timely handling of all recalls
Search & Support Services
• Assist in locating required physical records
• Provide basic guidance to internal users on:
• Requesting items through the records process and system
• Correct categorisation, storage, and retention practices
Information Governance & Compliance
• Follow firm policies on data retention, records handling, and information security
• Support the senior team during retention reviews, scanning projects, and destruction actions
• Escalate discrepancies or compliance concerns promptly
Workplace Services Support (Flexible Duties)
As part of the wider Workplace Services function, the role may be required to support:
• Reception cover (visitor management, telephone handling, service desk support)
• Meeting room setup, stationery replenishment, and general office housekeeping
• Mailroom and package handling activities
• Ad-hoc administrative or operational tasks during peak periods, staff absence, or firm events
• The Workplace Service Manager in day-to-day general facilities tasks, including but not limited to reactive maintenance reporting and external contractor supervision
Skills and Experience
Essential
• Strong organisational skills and excellent attention to detail
• Comfortable working with both physical records and digital systems
• Good communication skills and a helpful, service-oriented attitude
• Ability to follow procedures reliably and maintain confidentiality
Desirable
• Previous experience within a legal or professional services records environment
• Familiarity with document management or records management systems
• Understanding of data protection principles
Key Competencies
Accuracy & Organisation - Ensures records are logged and handled correctly at all times
Service Delivery - Provides polite, responsive support to internal stakeholders
Teamwork - Works collaboratively within both records management function and Workplace Services
Adaptability - Willing and able to assist with non-records duties when required
