Records Lead

Job Title: Records Lead
Reports to: Records Manager 
Location: London
Reference number: 9145

Key Responsibilities

The purpose of this role is to provide Dentons with a Records service to 1 Fleet Place, Milton Keynes, Edinburgh, Glasgow and Dublin. The post holder will be primarily based at 1 Fleet Place and responsible for the delivery of the following services:

Leadership & Vendor Management

• Line-manage a team of three (one London-based; two Glasgow-based, including one supervisor), setting objectives and conducting regular one-to-ones/performance reviews.
• Direct and oversee external contractors/service providers, ensuring services meet agreed SLAs and are delivered on time.
• Review and improve Records working practices to streamline processes and reduce unnecessary administration.
• Plan and deliver ad hoc Records projects, reporting progress, risks and benefits.    

Registrations, Retrievals and Deeds (Archive & Deeds)

• Barcode and register all incoming archive and deeds items in Elite 3E Records Management System (RMS), including file/box contents where provided on storage forms or schedules.
• Return one copy of the completed registration form/schedule, with storage details added, to the relevant fee-earner’s secretary.
• Process retrievals: search Elite 3E RMS, order items via providers’ web portals, receipt/sign for deliveries, and check-out/check-in items accurately on return.
• Prepare consignments for collection (e.g., fill storage cages, arrange collections with the storage provider).
• Manage permanent withdrawals and update Elite 3E RMS to reflect final disposition.
• Undertake special Records-related tasks as required.

Compliance, Destruction and Documentation

• Destroy client files in line with firm policy, retention schedules and data-protection requirements (e.g., UK GDPR); obtain and retain certificates of destruction.
• Maintain accurate chain-of-custody records and audit trails for all movements.
• Support Business Continuity and Health & Safety procedures relevant to Records operations.

Collaboration

• Work closely with Facilities teams and other internal stakeholders to coordinate services and resolve issues.
• Provide clear, timely communication (written and verbal) to internal customers and external providers.

General Role Requirements

• Minor maintenance of business equipment (training provided).
• Flexibility to travel to MK, Edinburgh, Glasgow ad Dublin as required.
• IT literate, Elite 3E RMS essential.
• Experience within Records services.

Skills and Experience

• Previous management experience.
• Strong customer-service focus with a pragmatic, can-do approach.
• Essential: proficient user of Elite 3E RMS (or equivalent records system) and confident with standard IT tools (e.g., Outlook, Excel, barcode scanners/labels).
• Experience in Records/Information Management within a professional services environment.
• Excellent telephone manner and written communication.
• Understanding of data protection and retention principles applicable to Records.

Qualifications and Training (desirable; training can be provided)

• IOSH “Working Safely” / “Managing Safely”.
• Manual-handling training.
• Risk Assessment Awareness.

Personal Specification

• Excellent interpersonal skills; able to communicate effectively at all levels.
• Confident, professional and discreet.
• Flexible and adaptable; strong team player.
• Self-motivated; able to prioritise and work under pressure to deadlines.

Firm Profile

Across more than 80 countries, Dentons helps you grow, protect, operate and finance your organisation by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you. www.dentons.com

Inclusion and Diversity

We are committed to building an inclusive culture here at Dentons where our people can thrive, regardless of their background or circumstance. As well as being the right thing to do, it makes good business sense too. A richness of backgrounds, experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here: Inclusion and Diversity.

Equal Opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including of any age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurodiversity, disability, or with parental or caring responsibilities. We also offer flexible working hours.

During the application process, all applicants have the opportunity to tell us about any adjustments or support they require so they are able to perform at their best. Any information you share with us during the application process is treated in confidence.

If you have any questions about this or the role criteria, please email recruitment.matters@dentons.com. 

NO AGENCIES PLEASE

If you are interested in applying for this position, we welcome direct applications via our careers page, but if you have any questions beforehand, please email  recruitment.matters@dentons.com. Enquiries only please – applications will not be accepted via email.

Please note that we will not accept unsolicited CVs sent to the business, nor will we accept any associated terms of business.