London, United Kingdom
Internship Explorer
Internship Explorer
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. This position also contributes more broadly to the Workplace Services function and may support reception, facilities, or general office operations when business needs require. The role reports directly to the Workplace Services Manager, but takes day-to-day operational direction from the Senior Records Management Executive when carrying out the processes owned and delivered by the records management function. 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.
