Job Title & Grade: Records Management Administrator - AA
Contract Type: Fixed Term/Detached Duty/Loan – 12 months
Salary range (depending on location):
National - £25,012
Please note that unless you are currently employed by the Civil Service and are earning more than the minimum above, if successful you will be offered the minimum for the grade depending on your location.
Location: South Tyneside
Minimum Working Pattern:
If you are applying for a part time role, please note that in order to meet business demands we need cover for a minimum of 30 hours and to cover 4 days of the week, your working days must include Monday and Friday.
The Legal Aid Agency
We are an executive agency of the Ministry of Justice (MoJ). We are responsible for operationally administering the legal aid fund to provide criminal and civil legal aid advice to people in England and Wales.
Our people are at the heart of achieving excellence. Employing around 1,200 colleagues across England and Wales, we feel proud to have some of the best People Survey results in the Civil Service.
Case Management
The Case Management team is central to the Agency, it is responsible for handling legal aid applications, processing case payments and dealing with correspondence and enquiries received in both Civil and Criminal Legal aid matters. Our dedicated staff ensure that 600,000 new clients access justice each year, while ensuring that legal aid lawyers are paid fairly.
We listen and engage with all staff in case management, ensuring we always value the ‘caseworker voice’ and that this is represented when delivering change. We support all staff in our work, recognising success and promoting a positive and healthy work-life balance.
We have a culture w new ideas are encouraged and appreciated.
Records Management
This role is based in Case Management’s Records Management team and focuses on maintaining a warehouse filled with varying documents ranging from Civil/Crime case files to Legal Aid policy documents. The role is primarily office based in a 50k square foot warehouse and can be physically demanding given the levels of manual handling required.
Job Summary
To maintain a busy warehouse containing over 150k civil case files and 4000 archive boxes as well as make retention decisions in line with GDPR. Records Management Centre are also responsible for all incoming/outgoing post and play a vital part in the administration of the Peer Review process wby solicitors review each other’s work to ascertain that they are working to the required standard.
Key Responsibilities:
- File new documents on to relevant files
- Retrieval, scanning and sending of documents to internal customers
- Review civil case files for destruction in line with General Data Protection Regulations (GDPR)
- Maintain warehouse archive area
- Open and screen incoming post
- Send outgoing post
- Provide administrative support to national Peer Review team
- Other administrative tasks as required
Essential Knowledge, Experience and skills
- Ability to use computers and Microsoft 365
- Ability to work on own initiative, and work in a team environment
- Adaptable with the ability to manage and work on a variety of tasks at the same time
- Ability to communicate using both written and verbal skills
Desirable Knowledge, Experience and skills
- Experience of working in an administrative role
Person Specification
No prior experience is required, as full training will be provided. However, we are looking for someone who:
- Enjoys being part of a fast-paced and rewarding work environment.
- Brings a positive, can-do attitude and a genuine enthusiasm for learning.
Assessment approach
Application Process
To apply please provide a statement of suitability showing how you meet the essential criteria in no more than 500 words.
Your statement should demonstrate your ability to do all the essential criteria listed, using examples can help strengthen your application.
Please note we do not require a CV.
Please note that we only require a Statement of Suitability for your application. The wording on this advert may suggest that an Experience question is also required, however this is not necessary.
Interview / assessment Process
If you are successful through the application stage, you will be invited to an interview / assessment centre in person w you will be assessed against the following:
You will be asked an experience question based on all of the essential skills and experience required of an administration officer and 3 strength-based questions.
Shortlisting is planned for week commencing: Monday 6 July 2026
Interviews are planned for week commencing: Monday 20 July 2026
If you would like more information on this opportunity, please contact – Rebecca Kent, (LAA) She/Hers [email protected]
Our LAA commitment to Diversity and Inclusion
The Civil Service is committed to attract, retain, and invest in talent wver it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
As a Disability Confident organisation, we will offer a guaranteed interview to candidates with a disability who meet the essential criteria for this role. Under the Equality Act 2010 a disability is defined as a physical or mental impairment which has a substantial and long-term adverse effect on your ability to carry out normal day-to-day activities which has lasted, or is expected to last, at least 12 months.
If you are responding to a role within the Legal Aid Agency and would like to be considered under the guaranteed interview, please indicate this in your application and let us know of any reasonable adjustments you may require during the sift or later selection processes.
The LAA’s goal is to build an organisation that is open and inclusive and truly values and celebrates the diversity of its workforce. One that reflects and understands the needs of the diverse society we serve. This is regardless of social background, gender, age, ethnicity, sexual orientation, beliefs, disabilities or long-term illness or caring responsibilities.
Reasonable Adjustments
We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments to support you through the recruitment process, please let us know by adding the information to the applications system or emailing [email protected] after you have applied so that we can discuss options with you.
Complaints procedure
If you have any complaints about this recruitment activity, please share your concerns by emailing [email protected] initially. We aim to respond to any complaint within 10 working days.
If you are dissatisfied with our response, we will forward your complaint to the Civil Service Commission, an independent body, for review.
