JOB PURPOSE
Aiglon’s HR department is managing a substantial amount of historical staff records. This project aims to enhance the organization and accessibility of these files by digitizing relevant documents and safely disposing of unneeded 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 systems for safekeeping. This is a temporary role intended to last 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 in relevant folders in RogerHR according to established naming conventions.
- Ensure the safe destruction of documents in compliance 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 scales, ensuring that 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 remains on track for its anticipated completion date.
OTHER TASKS AND RESPONSIBILITIES
- Undertake any other task reasonably requested by the Associate Director of HR to assist in the smooth execution of the project.
- Understand and implement all school policies and procedures, particularly those related to safeguarding children and young people.
- Comprehend the School’s Guiding Principles and consistently uphold the ethos of the School.
QUALIFICATIONS, EXPERIENCE AND ATTRIBUTES
A. Education, Qualifications and Languages
- Essential: Professional Diploma or equivalent in office administration.
- Essential: High proficiency in English (written and spoken) for indexing records and interpreting historical correspondence.
B. Experience and Knowledge
- Essential: Prior experience with HRIS software or large-scale document digitization projects.
- Essential: Exceptional attention to detail and accuracy in data entry.
- Essential: GDPR awareness.
C. Personal Qualities, Attitudes and Behaviors
- Essential: Organized, precise, and able to follow complex filing instructions.
- Essential: Ability to maintain a high level of confidentiality regarding sensitive staff data.
- Essential: Reliable and capable of working independently.
Apply online using the form below. Only applications matching the job profile will be considered.