Archive Administrator at PwC South Africa

Performance Goals

Client enquiries

• Database & register
• Ensure that client’s requests are met daily, and to give immediate feedback when there is a problem.
• Clients receive information on time.
• Answer client’s requests via SnoW platform
• Assist clients with the retrieval of documents on-site by referring to the:
• Deductive reasoning the ability to apply general rules to specify problems to produce answers that make sense
• flexibility of closure - ability to identify or detect a known pattern (A figure, object, word, or sound) that is hidden in other destructing material.
• Inductive reasoning- the ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among unrelated events)
• Selective Attention- the ability to concentrate on a task over a period without being distracted.
• Category flexibility-the ability to generate or use different sets of rules for combining or grouping things in diverse ways.
• Near vision-The ability to see details at close range (within a few feet of the f observer)
• Oral Comprehension -The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression-the ability to communicate information and ideas in writing so others will understand.
• Written Expression- The ability to communicate information and ideas in speaking so that others will understand.
• Speech recognition-The ability to identify and understand the speech of another person.
• Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set rules (e.g. patterns of numbers, letters, words, pictures, mathematical operations).
• Perceptual Speed- The ability to compare similarities and differences quickly and accurately among sets of letters, numbers of objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object.
• Problem Sensitivity–The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Speech Clarity-The ability to speak clearly so others can understand you.
• Written Comprehension-The ability to read and understand information and ideas presented in writing

Manage Document Storage

• Ensure that all documents registered on the archiving system, be kept under strict confidentiality.
• Ensure that the client signs for each document leaving the archiving premises.
• Ensure that documents are distributed to internal clients only, and not to clients of the firm.
• Ensure that no one without legal access is allowed to enter the archives.
• Be present when assisting clients in the department.
• To ensure the safekeeping of each document.

Deep Storage documents

On-site Documents:

• Confirm availability of documents.
• Find documents and contact clients about the availability of documents either verbally in writing or electronically.
• Ensure Clients requests are efficiently handled.
• Supply document to client.
• Ensure that the client signs for documents.
• Complete and file request card.

Off-site Documents: (Deep storage)

• Confirm availability of documents.
• Contact clients and inform them about the availability of documents either verbally in writing or electronically.
• Receive delivered box.
• Open the delivery box and remove the document.
• Contact client for collection of documents.
• Ensure that the client signs for documents.
• Complete and file request card.
• Keep record of who is in possession of the company's document/s

Confidentiality

• Be present when assisting clients in the department
• Control access to the archive department to maintain a confidential environment
• Ensure that all documents registered on the archiving system, be kept under strict confidentiality.
• Ensure that the client signs for each document leaving the archiving premises.
• Ensure that documents are distributed to internal clients only, and not to clients of the firm.
• Ensure that no one without legal access is allowed to enter the archives.
• Be present when assisting clients in the department.
• Control access to the archive department to maintain a confidential environment.

Daily Duties

• All documents are registered on hard copy
• Ensure that box numbers are recorded on outgoing files to clients
• Ensure that deep storage bins are collected on floors for the destruction of confidential documents
• Ensure that document returns are captured and recorded before dispatch to deep storage
• Ensure that incoming documents from clients are sorted under the correct departments - partners or groups to prevent confusion when retrieving documents the correct binding off procedure is used.
• All documents are registered on hard copy
• Follow and understand all oral and written instructions
• Ensure that document returns are captured and recorded before dispatch to deep storage Service Provider
• To meet deadlines on workload delegated by the Senior Associate.
• Ensure that the client requests are met daily.
• Must be able to work under pressure and flexibility.
• Ensure that the request form is completed and signed by the client/s.
• Ensure that returned documents are repacked in correct boxes, to avoid misfiling or misplacing of documents.
• Ensure that box numbers are recorded on outgoing files to clients
• Establish and maintain effective relationships with fellow employees
• Ensure Client requests are met daily and give immediate feedback when there is an issue.
• Answer clients with retrieval of documents both onsite and offsite by referring to the database and register
• Binding of correspondence documents
• Sending binded documents offsite to deep storage

Housekeeping

• Ensure that department is always kept neat and tidy
• Ensure that all old deep storage boxes are destroyed and removed from the archives.
• No Eating allowed at workstation.