About the role

• As a File Store Assistant at one of our client sites, you will be responsible for executing all electronic imaging process activities to ensure accurate, efficient, and secure management of documents and records.
• Your role is crucial in maintaining the integrity and accessibility of electronic files, supporting the operational needs of the Client Contract, and enhancing the efficiency of our facilities management services.

What you will bring

• 1 – 2 years’ experience in electronic imaging processes.
• 6-12 months experience in file store activities
• Working technical knowledge of electronic imaging processes using EIP machines.
• Computer literacy (JHH- IA Compatible Scan and Index modules; INPUT ACCELL software.
• Working knowledge of document management processes and systems.
• Familiarity with Safety, Health, Environmental, and Quality (SHEQ) Management Systems, with a commitment to following established policies and procedures.
• Ability to work well within a team, supporting and coordinating with colleagues to ensure smooth and efficient document processing.
• Experience in handling sensitive information with discretion and maintaining confidentiality throughout the document management process.
• Computer literacy (JHH- IA Compatible Scan and Index modules; INPUT ACCELL software.
• Working knowledge of document management processes and systems.
• Familiarity with Safety, Health, Environmental, and Quality (SHEQ) Management Systems, with a commitment to following established policies and procedures.
• Ability to work well within a team, supporting and coordinating with colleagues to ensure smooth and efficient document processing.
• Experience in handling sensitive information with discretion and maintaining confidentiality throughout the document management process.

What you will be doing

You will be responsible for the following:

Document preparation

• Verify the accuracy of policy numbers and documents designated for scanning.
• Sort and identify documents that need to be scanned versus those that should be excluded.
• Correctly insert patch pages to ensure proper document alignment and tracking.

Scanning Documents:

• Operate scanning machines following established guidelines to ensure high-quality digitization of documents.
• Coordinate with the preparation team to prioritize scanning tasks based on service level agreements (SLAs).
• Process and scan documents as directed by team members, maintaining accuracy and efficiency.

Document Indexing:

• Index documents promptly as they are received from scanning queues, ensuring accurate digital categorization.
• Accurately identify and label documents both manually and electronically to facilitate easy retrieval and management.

Compliance and Safety:

• Adhere to the Safety, Health, Environmental, and Quality (SHEQ) Management System’s policies and procedures relevant to your role.
• Perform any reasonable tasks requested by management to support team operations and ensure smooth workflow.