Records Retention Assistant

  • Location
    Glasgow, Glasgow City
  • Salary
  • Category
    Industrial & Manufacturing and Production - Printing
  • Job type
    Temporary contract
  • Industry
    Industrial and Manufacturing
  • External Reference

Shift pattern: between 09:00 - 17:00; Mon - Fri

Reporting to the Records Retentions Manager, ensuring compliance with Records Retention Policy and carrying out all related daily duties in line with operational procedures. The work undertaken by the role holder is completed in line with the Service Level Agreement and Statement of Work agreed between CMS and Xerox

Job Purpose

Duties are to be carried out in alignment with the internal Records Management policy and GDPR, whilst keeping abreast of the relevant legislative changes.

  • Establish and evaluate records for destruction

  • Analyse findings across difference systems

  • Liaise with storage vendors to arrange the destruction of records and log accordingly

  • Update manager with monthly destruction costs

  • Record destruction certificates on the relevant database

  • Carry out general admin duties

  • Receive and respond to emails in the central Records Retention inbox

  • Liaise with mail room to organise records box return

  • Undertake data enhancement in the current records system

  • Assist with ad-hoc projects and any other reasonable duties

Key Performance Indicators (KPIs)

  • Check quantities ordered from CMS' preferred supplier for off-site storage.

  • Scan boxes into the Records Management system for tracking of all delivered items.

  • Respond to all client queries related to records.


  • Liaise with internal and external clients providing information on all aspects of records in off-site and on-site storage.

  • Work with and support the rest of the internal and external Xerox team.

Skills & Knowledge

  • Experience of working within a team with members based in a variety of locations as well as records storage vendors

  • Excellent written and oral communication skills

  • Knowledge of Records Management systems

  • Risk and IT cyber security aware

  • Ability to analyse problems and recommend/implement solutions

  • Ability to make decisions and recognise the wider business impact of his/her decisions

  • Proactively keeps manager informed of work status and seeks clarification where appropriate

  • Ability to work under pressure to meet deadlines

Technical Competence

  • At least 3 years in Records Management environment.

  • Carries out everyday duties in an exceptional manner, exceeding the requirements of the job.

  • Demonstrates a detailed knowledge of office procedures relating to the role.

  • Consistently produces accurate work with little or no errors.

  • Has an excellent understanding of the IT packages/ systems/ equipment necessary to perform the role.


  • Demonstrates good listening skills and checks for understanding when necessary.

  • Responds to professional environment, presenting appropriate verbal and non-verbal behaviour with clients and colleagues.

  • Responds positively to feedback.

  • Learns from experience and continuously strives to improve personal performance.

Motivation and values

  • Is prepared to take responsibility for own job satisfaction and/ or career development.

  • Is eager to learn and continuously improve way of working.

  • Demonstrates high level of personal and professional integrity.

  • Is enthusiastic about role and motivated to carry it out to the highest standards.

  • Maintains excellent time-keeping and attendance record.


  • Supports and contributes positively to the vision of the team/ group.

  • Displays a positive, enthusiastic approach to the role.

  • Acts as a role model to peers and (more junior) members of the team.


  • Demonstrates ability to plan and organise time; works to given timeframes and anticipates likely workflows to meet goals and objectives.

  • Identifies issues, risks and conflicts and asks for assistance when required in a timely and constructive manner.

  • Proactively keeps manager informed of work status and seeks clarification where appropriate.

  • Adheres to established processes and procedures.

Communication / Sharing Opportunities

  • Works effectively with others in and around team.

  • Shares information and communicates proactively and openly with colleagues at all times.

  • Considers and contributes to sharing of knowledge about 'better ways of working' via colleagues and/or contributions to Compass.

Client Care

  • "Thinks client" ("who are our clients?", "how can we / I serve them better?") and delivers excellent service accordingly.

  • Checks understanding of clients needs if unsure of requirements.

  • "Demonstrates a flexible approach according to clients' needs/ requirements.

  • Meets or exceeds clients' expectations in completing assigned work.

  • Involve all necessary individuals appropriately to respond to client requirements.

Professional Impact

  • Demonstrates appropriate verbal and non-verbal behaviour with clients and colleagues at all times, in person, over the telephone and in written communication.

  • Presents a professional and friendly image at all times.

  • Maintains a tidy and organised working environment.

  • Shows tact, courtesy and diplomacy at all times.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser

To speak to a recruitment expert please contact lynsey wilding