[Hiring] Duplicate File Review Clerk @HRS Talent Solutions

Role Description

The Duplicate File Review Clerk helps a records team identify possible overlaps and describe them clearly for the person authorised to decide what happens next. You would compare file names, references, dates, and available source details in an online system.

• Identify possible duplicate files based on file names and references.
• Check the references and document details allowed by the team’s instructions.
• Record reasons for flagging files that appear to describe the same item.
• Note distinctions for files that differ to avoid repeated reviews.
• Locate affected files based on automated alerts, colleague inquiries, or routine sweeps.
• Apply employer’s categories such as ‘possible duplicate’ or ‘different record’.
• Training will cover basic checks and decision-making processes.

A pair may be similar because:

• The same document was uploaded twice.
• A clearer scan replaced an unreadable version.
• Two different people share a similar name.

Review notes should identify both files, the record they belong to, and the observed similarity or difference.

• Do not delete files based on name suffixes.
• Do not replace earlier versions with newer-looking ones.
• Do not merge records with matching names but different references.

Actions to be taken:

• Review a list of possible duplicate files in the online records system.
• Compare names, dates, and supplied references against related entries.
• Identify whether files are exact copies or apparent versions.
• Label pairs for authorised review under the team’s procedure.
• Keep original files accessible while a decision is pending.
• Record when a colleague resolves the duplicate question.
• Flag files that appear to belong to another person’s record.

Care with personal information is important. Use only approved systems and avoid downloading copies to personal folders. The work can be done remotely as part of a full-time or part-time schedule.

Qualifications

• Experience in office administration is useful.
• No specialist records qualification is required.
• Ability to compare details and write concise notes.

Requirements

• Ability to accept that some questions must remain unresolved until another person decides.
• A home office space suited to focused document comparison is helpful.

Benefits

• Pay is £28.00–£30.00 per hour.
• Flexible work schedule (full-time or part-time).