JOB PURPOSE Aiglon’s HR department has many historic staff records. The project aims to manage space and the accessibility of these files by digitising relevant documents and safely destroying unrequired items. The Archive Project Assistant will process all files, selecting documents for digitisation or destruction and organising and cataloguing these in the relevant programmes for safekeeping. This is a temporary role for the duration of the project. KEY TASKS AND RESPONSIBILITIES Support the project to digitise staff records. Systematically scan and digitalise historical and current physical staff files Ensure all digital documents are high-quality, readable, and properly formatted Categorise and upload documents in relevant folders in RogerHR according to established naming convention Ensure safe destruction of documents following GDPR protocols Uphold strict confidentiality regarding sensitive staff data, adhering to Aiglon’s internal privacy policies and broader GDPR requirements. Identify and suggest improvements to the physical-to-digital workflow to increase efficiency and accuracy as the project scales, ensuring best practices are documented for future archival initiatives. Maintain a detailed project log to track the volume of files processed daily, providing weekly status updates to the Associate Director of HR to ensure the project remains on schedule for its projected completion date. OTHER TASKS AND RESPONSIBILITIES Undertake any other task which may be reasonably required by the Associate Director of HR to assist in the smooth running of the project. Understand and implement all school policies and procedures, particularly those relating to safeguarding children and young people. Understand the School’s Guiding Principles and uphold the ethos of the School at all times. The qualifications, experiences and attributes of the post holder must match the detailed specification below: A. Education, Qualifications and Languages Essential Professional Diploma or equivalent in office administration English proficiency (high level in written and spoken English) required for indexing records and understanding historical correspondence B. Experience and Knowledge Essential Prior experience with HRIS software or large-scale document digitalisation projects Exceptional attention to detail and accuracy in data entry GDPR awareness C. Personal Qualities, Attitudes and Behaviours Essential Organised, accurate and able to follow complex filing instructions Ability to maintain a high level of confidentiality regarding sensitive staff data Reliable and capable of working independently