File Clerk Job Description: Records and Filing Role

A File Clerk organises, maintains and retrieves physical and digital records to support business operations. This role is suitable for candidates who are methodical, punctual and comfortable working with confidential information and routine administrative tasks.

File Clerk Job Profile

The File Clerk is responsible for maintaining accurate filing systems, ensuring documents are correctly classified and readily accessible. The post supports departments by managing incoming and outgoing paperwork, controlling archives and assisting with record retention activities.

The role exists to preserve information integrity, reduce retrieval times and ensure compliance with internal recordkeeping procedures. The File Clerk will work under general supervision and follow established processes to maintain consistency across records.

File Clerk Job Description

The File Clerk undertakes day-to-day filing duties including sorting, indexing and storing documents according to approved schemes. The role requires regular interaction with colleagues to locate files, respond to retrieval requests and ensure documents are returned or archived correctly.

Work is typically office based with periods of repetitive activity and occasional lifting of file boxes. The File Clerk must handle confidential material with discretion, maintain accurate logs of file movements and contribute to periodic audits and file reviews as required.

Expectations include timely completion of requests, adherence to retention schedules, clear record keeping and collaboration with administrative and records management teams to improve filing processes and accuracy.

File Clerk: Duties and Responsibilities

• Receive, sort and file incoming documents following classification and indexing guidelines
• Retrieve files promptly in response to staff requests and record movements of documents
• Maintain and update filing registers, logs or spreadsheets to reflect current file locations
• Prepare records for archiving and arrange secure storage of long‑term files
• Dispose of files in accordance with retention schedules and authorised destruction procedures
• Scan and digitise paper records where required, ensuring accurate naming and indexing
• Ensure confidentiality and security of sensitive documents at all times
• Assist with periodic file audits and reconcile discrepancies in records
• Label and organise storage areas to maintain an orderly filing environment
• Support departmental moves of records and coordinate transfer of files to central archives
• Provide basic administrative support such as photocopying, binding and document preparation
• Report damaged or misfiled documents and suggest corrective actions
• Follow company policies and procedures relating to records management and information governance

File Clerk: Requirements and Qualifications

• Minimum of GCSEs or equivalent, with good literacy and numeracy
• Proven experience in a filing or records support role preferred
• Strong attention to detail and organisational skills
• Ability to follow classification and indexing systems accurately
• Basic IT and data entry skills, with confidence using office software for record keeping
• Reliable time management and ability to prioritise routine tasks effectively
• High level of discretion when handling confidential information
• Good communication skills for interaction with colleagues and internal customers
• Physical ability to lift and carry file boxes as required
• Willingness to support file audits and undertake repetitive tasks with consistency
• Problem solving skills to identify misfiled or missing records
• Commitment to following records retention policies and compliance requirements