Reporting to the Records Manager this role will carry out all related duties in line with operational procedures and pick up ownership for the service in the absence of the Records Manager. About us CMS is a Future Facing firm with more than 80 offices in over 45 countries and 5,800 lawyers worldwide. We combine deep local market understanding with a global perspective. We are passionate about building strong relationships with our clients, our people, and the communities we work in. We take a bold, dynamic, and agile approach to ensure our clients are able to face the future with confidence. We are driven by emerging technologies such as generative AI and readily embrace the possibilities it opens up for developing new and better ways of working. Our aim is to inspire, impact and support our clients and our people, helping them to maximize their potential and thrive. About the role Assist with the operation of incoming and outgoing records by monitoring email requests. Add new files and deeds onto the records management database Collate and send deed and file requests to offsite storage vendors Check deliveries in and out of the firm and file the order sheets and emails Deliver and collect files, deeds and boxes to and from fee-earners within agreed / contractual SLAs. Regularly walk the floors and liaise with internal clients to ensure that retrieved files, boxes and deeds are returned to storage at the earliest opportunity. Undertake a range of filing duties. Assist with ad-hoc projects and other reasonable duties. Enter accurate and good quality data onto the relevant systems / platforms. Liaise with internal customers to address anomalies on box / deed schedules. Check (and prepare where necessary) items for storage including production of labels. Accurately process e-mail, telephone and written requests for file and deed retrievals, within agreed / contractual SLAs Undertake searches on archive databases for items which require retrieval. Liaise with the storage suppliers concerning queries. Perform a physical check of items that are returned from the storage supplier. Check out files on the database prior to distribution. 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 matters in storage. Relationships 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 wider RM team. Skills & Knowledge Good I.T. skills Knowledge of internal Records Management systems Basic Knowledge of external RM Systems Must be able to work on own initiative and be well organised, working in a methodical and structured way. Ensuring all aspects of the job is covered each day. Technical Competence Ideally have Records Management experience 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. Self-awareness 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. Leadership 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. Management 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/ supervisor 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 processes. 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. About you 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. What’s in it for you? We want to reward you today and help you plan for tomorrow. We appreciate that everyone is different, therefore we have designed a benefits system that offers choice and flexibility based on individual needs and lifestyles. To name a few, these include: • Competitive basic salary (reviewed annually) • Flexible, hybrid working policy • Generous bonus scheme • Up to 25 days holiday (rising to 28 days with service) • Holiday exchange scheme • Private medical insurance • Enhanced parental leave • Reasonable adjustments and accommodation for disabled talent in accordance with the Equality Act 2010. If you would like to read more information regarding our range of benefits, please visit our Rewards & Benefits page on our website. Equal opportunities At CMS, we place diversity and inclusion at the centre of our culture and the heart of our organisation. As a firm we recognise, celebrate, and embrace the diverse talent our society has to offer because we know that to solve big problems, we need the best and brightest minds available to us. In support of this goal, we commit to actively breaking down barriers which stand in the way of those from diverse backgrounds and play our part in levelling the playing field. As a Future Facing Firm, we strongly believe that a career in law should be open to people from all walks of life, because not only does diversity of thought and experience make our firm a stronger and more sustainable business, but it also makes it a more rewarding place to work. When recruiting, we prioritise attracting talented people and we actively promote a flexible working environment which enables all our team members to thrive. If you see a role you are interested in, but don’t feel you meet 100% of the criteria we encourage you to still consider making an application. We also welcome applications from those who may be looking to return to the workforce after a career break. We are proud to say our leadership in creating an inclusive working culture has been celebrated and recognised externally, including being listed for a number of years in the Times Top 50 Employers for Women and the Social Mobility Index. We are a Level 2 Disability Confident Employer, and we actively encourage applications from people with disabilities, whether visible or invisible. We are committed to promoting equality of opportunity throughout our recruitment process and in every element of the employee life cycle. If you require assistance, or if you would like to discuss any accessibility requirements or adjustments as part of the recruitment process, please contact Becky Lowe at TalentAcquisitioncms-cmno.com who will be happy to support you. Ready to apply? Here are the next steps. We look forward to receiving your application online via the CMS careers site. Please contact our Talent Acquisition team if you have any questions. Please note that we have a preferred agency panel in place. Only applications submitted via the portal at the point of instruction will be accepted. LI-TBC