Digital Information Assistant

Winchester, England, United Kingdom

12/17/2024

Application Deadline: 30 April 2025

Department: Administration

Location: Winchester, Hampshire

Description

We are looking for a Digital Information Assistant to join our administration team. The position is suited to an enthusiastic, diligent and highly organised individual, who will provide support with day-to-day operations of digital information. The ideal candidate will play a key role in managing, organising, and optimising digital and physical information systems, ensuring accuracy, accessibility, and compliance with established policies. They will also be responsible for supporting staff with file management, document control, and information handling across the organisation.

Key Competencies

• Excellent organisational skills with a flexible approach to duties and ability to prioritise.


• Good time management skills; proficient at working on a variety of tasks and meeting all deadlines.


• Methodical with high attention to detail.


• Personable and professional attitude to work.


• Good communication skills, both verbal and written.


• Common-sense and a practical approach to problems.


• Able to use initiative and work unsupervised on occasions.


• Proficient in MS Office in particular Word, Excel, and Outlook.


• Excellent record of attendance and good timekeeping.

Key Responsibilities

Digital Content Management

• Upload, organise, and maintain digital content across platforms (e.g., websites, databases, intranets).


• Ensure all information is current, accurate, and compliant with data protection regulations.

Information Handling & Document Control

• Develop and manage retention and disposal schedules for electronic and physical content.


• Collaborate with project teams and networks to address and resolve staff concerns.


• Ensure compliance with organisational policies and information governance standards.

File Management

• Log new jobs and create, maintain, and manage hard copy and electronic project files, including project email folders.


• Track and record the movement of files within the office to ensure their accessibility and proper management.


• Liaise with project teams to implement suitable file-sharing platforms for large projects.


• Provide support for larger projects, including file uploads to third-party platforms and monitoring contract administration and information exchange.


• Collaborate with the IT department to conduct IT housekeeping tasks.

Archiving

• Coordinate with project managers at the end of the project life cycle to archive materials using an agreed checklist.


• Maintain and update archive records internally and on external platforms (e.g., Oasis Bridge).


• Respond to queries and conduct searches for archived project information.


• Perform regular reviews of archives to ensure accuracy and completeness of information.


• Identify files due for destruction and update the archive database accordingly.

Information Management

• Act as a coordinator/document controller for information saved to new drives.


• Hold weekly meetings with Communications and Quality Management teams to address information management (IM) and quality management system (QMS) matters.


• Conduct monthly reviews with relevant stakeholders to discuss information management initiatives and improvements.

System Administration

• Assist in implementing, configuring, and maintaining digital tools and platforms.


• Support the migration and integration of data into new systems.

Training

• Deliver one to one support to individuals and induction training as and when required.