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Records Clerk job description

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Job Summary

To assist with the efficient running of the Central Business Unit, including maintaining a filing and archive system for, and assisting with the receipt and distribution of internal and external mail.

   

Main responsibilities-Records Clerk job description

a) To monitor and appropriately action e-mails received via the website.

 

b) To receive and accurately record sickness and annual leave details for those PHQ Departments within the local remit.

 

c) To file documentation returned to the Central Business Unit, recording the relevant information on computerised databases.

 

d) To record, file, dispatch and receive documents and other information or property held in off-site locations, updating appropriate databases.

 

e) To retain or dispose of information in accordance with the policy.

 

f) To provide a travel and accommodation booking service for those PHQ Departments within the local remit.

 

g) To maintain a small stationery and Records stores for Protective Services Department.  

 

 

Knowledge, Skills and Abilities-Records Clerk job description

h) To provide, on a cover basis, a messenger service in accordance with a local schedule-delivering and collecting mail from offices within the PHQ site.

 

i) To cover opening and sorting mail received at the Central Business Unit from all sources and to prepare outgoing mail for dispatch, following set procedures.

 

j) To accurately register correspondence and the receipt of any instruments of payments received on designated computer databases and using the referencing system when required.

 

k) To cover maintenance of accurate records in relation to letters of appreciation, ensuring that such letters are acknowledged in accordance with policy, and providing quarterly statistical information to Corporate Services.

 

Records Clerk job description

 

l) Any other duties commensurate with the role and grade as may reasonably be requested by line management.

 

3. Special Conditions/Points to Note:

 

a) Whilst the post is based primarily at the aforementioned location you may be required to work at other establishments on such duties as may be reasonably required of you and for which the appropriate allowances or transport will be provided.

 

b) The postholder may be required to work outside of normal office hours if necessitated by the exigencies of the service.

 

c) The purpose of this job description is to indicate the general level of duties and responsibility of the post.  The detailed duties may vary from time to time without changing the general character or level of responsibility entailed.

 

d) All duties must be carried out in accordance with relevant Health and Safety legislation and good practice.  A `No Smoking in the Work Place` policy applies.

 

 

Essential Criteria

 

1. Good communication and interpersonal skills.

 

2. Ability to use computer systems including spreadsheets and databases.

 

3. Physical ability to lift and carry mail boxes/postal sacks and push a mail delivery/collection trolley throughout the Headquarters complex.

 

4. Ability to work as part of a team.

 

5. Proven ability to retain information and follow set procedures.

 

6. Demonstrate good written skills showing accuracy and attention to detail.

 

7. Proven ability to maintain manual and computerised records.

 

Desirable Criteria

1. Previous clerical experience in an office environment.

 

Records Clerk Job Description

Records Clerk job description