About the Company
The Vale of White Horse District Council is a local government authority serving the communities across the beautiful Vale of White Horse region in Oxfordshire. Dedicated to providing essential public services, we are committed to enhancing the quality of life for our residents through efficient and transparent governance. Our work encompasses a wide range of areas, from planning and environmental services to community support and records management, ensuring that local needs are met with precision and care.
Job Description
We are seeking a highly organised and meticulous Records Management Assistant to join our dedicated team at the Vale of White Horse District Council. This role is crucial for maintaining the integrity, accessibility, and security of our vital records. The successful candidate will be responsible for a variety of tasks related to the lifecycle management of both physical and digital documents, ensuring strict adherence to data protection regulations and internal policies. If you possess exceptional attention to detail, a methodical approach, and a commitment to accuracy, we encourage you to apply and contribute to our mission of effective public service.
Key Responsibilities
- Classify, index, and store physical and digital records accurately according to established protocols.
- Manage record retrieval requests efficiently, ensuring timely access for authorised personnel.
- Assist in the digitisation of existing paper records, maintaining data quality and consistency.
- Conduct regular audits of records to ensure compliance with data retention schedules and privacy regulations.
- Support the implementation and maintenance of records management systems and databases.
- Respond to internal and external inquiries related to record-keeping procedures and access.
- Safeguard the confidentiality and security of sensitive information.
- Prepare records for archiving or destruction, adhering to legal and internal guidelines.
- Contribute to the continuous improvement of records management processes.
Required Skills
- Proven excellent organisational and time management skills.
- Exceptional attention to detail and accuracy in data entry and record-keeping.
- Proficiency in using Microsoft Office Suite (Word, Excel, Outlook).
- Ability to handle sensitive and confidential information with discretion.
- Strong verbal and written communication skills.
- Ability to work independently and as part of a team.
- Basic understanding of data protection principles (e.g., GDPR).
Preferred Qualifications
- Previous experience in a records management, administrative, or data entry role, especially within a public sector or government environment.
- Familiarity with electronic document management systems (EDMS).
- Knowledge of local government operations and record-keeping standards.
- A relevant qualification in information management, library science, or business administration.
Perks & Benefits
- Generous annual leave entitlement.
- Local Government Pension Scheme.
- Opportunities for professional development and training.
- Employee assistance programme.
- Flexible working arrangements (subject to operational needs).
- Free on-site parking.
- A supportive and collaborative work environment.
How to Apply
If you are interested in this position, please click the "Apply Now" button below. To ensure your application is properly considered, please prepare the following:
- An up-to-date Resume or CV
- A brief cover letter summarizing your experience and motivation
Applications are reviewed on a rolling basis. Only shortlisted candidates will be contacted for an interview.
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