Archiving Assistant

Location Southampton
Discipline: Business Support
Salary: £Competitive
Contact name: Lauren Broad

Contact email:
Job ref: 002662
Published: 27 days ago

Blake Morgan is committed to adopting Smart Working practices, where appropriate in the context of business needs, and empowering employees to maximise their performance.  Whilst we strive to ensure consistency of approach across the firm, there will inevitably be some differences in working practices across our business groups and business support functions.  We consider each member of staff's personal preferences, working styles and development needs when deciding the best arrangements to suit our clients and colleagues.  A typical approach would be a blend of working in your usual office, working from another Blake Morgan office, working from a client's office and working from home.  A Guide to getting the most out of Smart Working Policy is available for our employees.   You will be a core part of the team and able to access the technology, support, training and resources you require.

You will be working as part of a team in a very busy Archives Department.

Key responsibilities:

*       To assist with the entering of data and management of indexing report

o    Requires information from this report to be added to database

o    Dealing with queries arising from the report in relation to duplicate entries and resolving these issues

*       To assist with auditing of deeds/files in relation to historic mergers

o    Obtain boxes from storage for auditing

o    Spreadsheet updates for details of files

o    Check file contents to ensure no deeds are present

o    If destruction date has already passed arrange for barcodes to obsoleted and papers destroyed

*       Deal with requests which arrive in the Archives inbox some are external requests

o    This relates to all paper files, Wills and Deeds requested via Peppermint

o    Checking all information is correct, including barcodes and location

o    For external requests once checked the data the request and details are sent to the appropriate team to liaise with the requestor

*       Process new Wills and Deeds on the system and update data

o    This on occasion is for other offices

*       Process Returns

o    Items which have been called out of storage and need to be returned

§  Checking these have been processed correctly on the database and the destruction date has not already lapsed

*       Gone for Goods

o    Items which have been called out of storage and which have been destroyed or sent out of the office

§  Checking these have been processed correctly on the database and perming out the barcodes from the Storage Company

*       Deal with Archive queries from staff members which arrive into the Archives inbox

*       Deal with ongoing Legacy projects

The archive team currently uses five separate database systems – training will be provided.

Skills / Experience Required

*       Competent computing skills

*       Attention to detail

*       Will be required to deal with any ad hoc tasks as necessary

*       Committed to rigour around treating all clients fairly

*       Focused on attributing dedication, determination and loyalty to colleagues, clients and communities

*       Able to demonstrate continuous development and diversity in thinking

*       Understands and complies with Information Security responsibilities commensurate with this advertised role including Data Protection and the duty of confidentiality

Blake Morgan is one of the UK's leading full service law firms, with offices in London, Wales, Thames Valley and the South Coast region. We provide our clients with practical and straightforward legal advice whatever their regional, national and international requirements. Our clients are commercial businesses, not-for-profit organisations, government agencies and private individuals.

Our business groups are:

Banking and Finance

Commercial and Charities

Commercial Litigation

Commercial Recoveries and Travel



Employment, Pensions, Benefits & Immigration

Private Client

Property Services


Our office locations and details of how to reach them are found  here.

How to Apply

Please apply on our website through our  Online Portal.

Closing Date:  Within two months from date of posting but please note we are continually reviewing applications so we would recommend applying sooner rather than later.

Interviews:  The interview process will start as soon as suitable candidates have been identified.  We will notify you in advance if you are required to carry out a drafting exercise/skills test as part of the interview process.

If you have any questions, please email Lauren Broad at or telephone on 023 8085 7489.

Your personal data will be processed in line with our  applicant privacy policy which explains how we treat your data.

Please note that we are currently only accepting CVs from direct applicants.

Our Culture and Environment

We pride ourselves on our Personality, which is weaved into everything we do for our staff, clients and communities alike. We have created an environment underpinned by our ACTS framework that places high value on being:

Astute (commercially)


Team playing


It's part of the way we like to do things. If you wish to work amongst colleagues with these behaviours, then you will find yourself amongst likeminded individuals at Blake Morgan.

We work as one team and believe in supporting our colleagues to strengthen the firm. We act honestly and openly in all that we do. We care for our communities and encourage all our people to actively participate in our sports, social and charitable activities. We foster a mature and smart flexible working environment which is family friendly. We also offer opportunities to develop your skills and knowledge and to progress within the firm via our Blake Morgan Academy.  We seek to be transparent in all of our dealings with applicants and ensure that you have all the information you need to understand our recruitment process to decide whether or not the role and our firm are right for you.  If you have any questions, please email Lauren Broad at or telephone on 023 8085 7489.

Blake Morgan strives to create and maintain a positive, non-discriminatory work environment. We will ensure that all applications for vacancies will be considered without discrimination against any person on the basis of race, colour, religion, disability, nationality, ethnic origin, sex, sexual orientation, age or marital status. We strive to ensure that our shortlisting and interviewing panels are diverse. Further details about our commitment to Equality, Diversity and Inclusion can be found  here.


Some of the benefits of working at Blake Morgan include:

*       26 days' annual holiday and option to purchase 1 weeks' leave

*       Birthday holiday

*       Private medical insurance including access to a health advice helpline

*       Auto-enrolment pension scheme (5% employer pension contribution when employee contributes 3%)

*       Life assurance scheme

*       Critical illness cover

*       Cash Plan - claim for flu jab, health screening, optical and dental plus a range of wellbeing and health services

*       Employee Assistance Programme

*       Professional subscriptions

*       Free parking or travel season ticket loan depending on your office location

*       Cycle to work scheme

*       Discounts at leading retailers

*       Volunteering leave

*       Recruitment referral scheme

*       Gifts at key lifestyle and career milestones

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