Howard Kennedy LLP
Records and Archives Assistant - 3 Month FTC
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Records & Archives Assistant
We are seeking a Records & Archives Assistant to join our Records team at Howard Kennedy on an initial 3-month fixed term contract.
As part of the wider Facilities function, you will play an important role in supporting the effective management of the firm's physical and electronic records. You will be responsible for maintaining accurate client and matter information, coordinating file archiving and retrieval activities, and providing an efficient and responsive service to colleagues across the firm.
You will work closely with lawyers, business services teams, and our external storage provider to ensure records are managed accurately and in accordance with firm policies and regulatory requirements. This is an excellent opportunity for candidates looking to gain experience within a legal environment.
Main responsibilities
- Maintain and update client and matter records within the firm's practice management systems, ensuring information is accurate and up to date.
- Review and validate new client and matter openings, identifying inaccuracies and liaising with relevant teams to resolve issues.
- Process file closure requests in a timely manner, including periods of high-volume activity.
- Coordinate the archiving of closed files, deeds, wills and other legal documents in accordance with firm policies and retention requirements.
- Prepare files and archive boxes for off-site storage, including barcoding, indexing and updating records management systems.
- Manage file retrieval and return requests, acting as the key liaison with the firm's external storage provider.
- Produce reports relating to archived files, deeds, wills, client records and matter information as required.
- Respond promptly and professionally to records-related enquiries from lawyers and business services teams across the firm.
- Assist with records audits and data quality checks to ensure the integrity of records held by the firm.
- Support the administration of records retention and destruction processes in line with regulatory and firm requirements.
- Process incoming material received from off-site storage and ensure records are filed and tracked accurately.
- Assist with physical records management activities, including the collection, movement and organisation of files and archive boxes throughout the office.
- Contribute to continuous improvement initiatives within the Records team and support the development of efficient records management processes.
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About you
Ideally you will be able to demonstrate:
- Previous experience in an administrative role.
- Excellent organisational skills and a high level of attention to detail.
- Strong customer service and stakeholder management skills.
- The ability to manage competing priorities and work to deadlines.
- A proactive and flexible approach with a willingness to support the wider team.
- Strong verbal and written communication skills.
- Good problem-solving skills and the ability to identify and resolve issues independently.
- Confidence using Microsoft Office applications, particularly Outlook, Excel and Word.
- The ability to handle confidential and sensitive information with discretion.
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About Howard Kennedy
At Howard Kennedy we believe that everyone deserves the space to thrive. We’re committed to creating an inclusive recruitment experience that reflects the diversity of both our people and our clients.
We are proud to be an equal opportunities employer. We welcome applications from individuals of all backgrounds and identities, and we’re committed to ensuring that our recruitment process is fair, transparent, and accessible to all.
We understand that every candidate’s needs are different. If there’s anything we can do to make your application journey more comfortable - whether for interviews, assessments, or onboarding - please let us know. We’ll work with you to remove any barriers and ensure our recruitment process is comfortable for you.
Contact our recruitment team at recruitment@howardkennedy.com to discuss any support you might need.
Agency Introductions
Please note that we are not accepting applications via agencies for this role at this time. Before sharing any named candidate CVs, please contact your recruitment representative. If any named CVs are sent from agencies without approval from our recruitment team, they will not be deemed valid introductions, and no agency fee will be paid.
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