Details
Reference number
427307
Salary
£31,952
A Civil Service Pension with an employer contribution of 28.97%
GBP
Job grade
Executive Officer
B3
Contract type
Permanent
Business area
UKHO - Technology
Type of role
Administration / Corporate Support
Legal Services
Library
Policy
Secretarial
Working pattern
Flexible working, Full-time
Number of jobs available
1
Contents
* Location
* About the job
* Benefits
* Things you need to know
* Apply and further information
Location
Taunton
About the job
Job summary
Join Our Team as a Records and Information Officer at the UK Hydrographic Office (UKHO)
Here at the UK Hydrographic Office, we are a leading centre for hydrography, providing marine geospatial data to inform maritime decisions. We collaborate with a wide range of data suppliers and partners to support maritime navigation, safety, security, and marine development around the UK and worldwide.
You will play a pivotal role in maintaining our Records & Information Management Function, shaping our Records & Information Management Governance Framework and policies. Initially, you will work closely with, and be supported by, our highly regarded Records Management Consultant. You will enhance administrative efficiency across our organisation, collaborating with key areas including our Data Protection and Compliance Manager, the Microsoft SharePoint team, and our Archives Team, as well as liaising with The National Archives. Your primary responsibility will be ensuring compliance with the Public Records Act, setting standards and processes for organising information and records, and preparing archival material for transfer to TNA.
This role offers an excellent opportunity to advance your career in Records and Information Management. We value continuous learning and development, and you will have the support of our esteemed consultant at the start of your appointment. Working at the UK Hydrographic Office provides a supportive environment where you can thrive and grow, both personally and professionally.
We seek meticulous, discreet individuals adept at navigating complex regulations while maintaining professional relationships. You should be detail-oriented, highly organised, and capable of working both independently and as part of a team. Strong communication skills and a high level of diligence and discretion in handling sensitive information are essential. If you are open-minded, eager to grow, and committed to excellence, we want to hear from you
We have a genuine focus on Health & Wellbeing, with mental health awareness trained champions and a plethora of initiatives to support our employees.
Hybrid working
Working from our modern offices is always an option and may occasionally be required, depending on business needs, potentially for up to 60% of your working time. When working remotely, you must ensure that your environment is suitable for productive work.
Training: There will be role specific training available including certification in specialist subjects.
Job description
Job Purpose:To support the Departmental Records Officer in maintaining the Information & Records Management Governance Framework (IRMGF) and promoting its adoption throughout the organisation.
Key Responsibilities:
1. Administrative and Project Management:
* Handle administrative and project management tasks related to Records and Information Management.
* Collaborate with the Data Protection Advisor and support the Departmental Records Officer.
2. Records Management Service Maintenance:
* Maintain, improve, and evaluate the UKHO's IRMGF in alignment with best practices, TNA guidance, and government policy.
* Ensure adherence to appropriate standards and provide clear guidance for end users.
3. Records Management and Archives:
* Support UKHO staff in managing records and preparing archival records for transfer to the UKHO Archives and The National Archives (TNA).
* Maintain IRMGF control mechanisms and record-keeping structures.
4. Advocacy, Training, and Reporting:
* Advise, advocate, and promote good records and information management practices among UKHO staff.
* Support the development and provision of training.
* Gather, analyse, and utilise data on the maturity and effectiveness of the IRMGF to demonstrate impact and enhance user engagement.
5. Collaboration and Continuous Improvement:
* Support the DRO in representing UKHO in MOD Records & Information Management meetings and forums.
* Collaborate with key UKHO staff across various functions, particularly the Archives team, Secretariat, to drive continuous improvements.
6. Project Planning and Governance:
* Once the IRMGF is fully deployed, plan and deliver projects related to its maintenance.
* Ensure compliance with legislative and regulatory requirements through governance and ethics.
7. Professional Expertise and Adaptability:
* Maintain professional expertise in records management and provide timely advice.
* Undertake other duties relevant to the post grade and team objectives as requested.
* Demonstrate discretion and effective communication skills in Records Management activities.
Qualifications and Skills:
* Proven experience in records management within a government or public sector environment.
* Strong understanding of records management principles, legislation, and best practices.
* Excellent organisational and analytical skills.
* Proficiency in using records management systems and software.
* Strong communication and interpersonal skills.
Person specification
We are looking for a talented, supportive team player who is also able to work with a high level of autonomy and responsibility. You will already be experienced in working within an information assurance or similar team and can demonstrate that you have the aptitude, qualities, and drive to succeed in this role.
Full brief of the Behaviours, knowledge, skills and experience required
Specific Technical/Functional Skills and Experience
For this role you should be:
Able to demonstrate a working knowledge of Records and Information Management. Attention to detail and excellent communication skills are crucial for this role. You will be required to maintain a high level of professionalism, ask pertinent and challenging questions, and demonstrate a strong understanding of Records Management regulations and best practices. Experience with Public Records Act is essential. Proficiency in Records Management technologies and the ability to develop and implement Records and Information Management procedures are also required.
Behaviours
Civil Service Behaviours – EO Level
Making Effective Decisions
Communicating and influencing
Managing a Quality Service
Essential:
* IT Proficiency: Well-developed IT skills, including the ability to use standard office applications and an understanding of Microsoft 365 and its records management-related features.
* Legislation and Standards: Knowledge of appropriate records management legislation, standards, and best practices.
* Records & Information Management Awareness: Awareness of issues relating to Records & Information Management.
Desirable:
* Relevant Experience: Previous demonstrable experience of working in a legal or records management role.
* Legislation and Standards: Experience of applying appropriate records management legislation, standards, and best practices in an organisation.
* Official Correspondence: Previous demonstrable experience of corresponding in an official capacity.
* Customer-Facing Experience: Experience in a customer-facing role.
* Training Development: Previous demonstrable experience of developing and delivering training.
Behaviours
We'll assess you against these behaviours during the selection process:
* Managing a Quality Service
* Communicating and Influencing
* Making Effective Decisions
* Working Together
We only ask for evidence of these behaviours on your application form:
* Managing a Quality Service
Technical skills
We'll assess you against these technical skills during the selection process:
* Records & Information Management Awareness: Awareness of issues relating to Records & Information Management.
Benefits
Alongside your salary of £31,952, UK Hydrographic Office contributes £9,256 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
At the UK Hydrographic Office, it's very important to us that our people feel valued.
We offer a huge range of benefits such as training and development, well-being support, flexible/ homeworking, a fantastic state of the art building, high spec equipment, and so much more.
See our attached Candidate Information Pack for more details.
Things you need to know
Selection process details
This vacancy is using Success Profiles, and will assess your Behaviours, Experience and Technical skills.
How to Apply:
When you click 'Apply now' you will be asked to attach your anonymised CV as well as provide a 1250 word supporting statement on the shortlist criteria listed below. You will also be asked to input a 250 word statement on the Civil Service Behaviour listed below.
Timeline:
* Advert Closes for applications: 14/10/25
* Shortlisting: w/c 20/10/25
* Interviews: w/c 03/11/25
We will try to meet the dates set out in the advert. There may be occasions when these dates change. You will be provided with sufficient notice of the confirmed dates.
Artificial Intelligence:
Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.
Sift/Shortlist Criteria:
All applications are processed anonymously.
Please submit a 1250 word supporting statement and attach a copy of your anonymised CV demonstrating the criteria, as indicated below.
You will be short-listed against the following criteria:
Experience:
* IT Proficiency: Well-developed IT skills, including the ability to use standard office applications and an understanding of Microsoft 365 and its records management-related features - assessed from your CV.
* Interest and knowledge in Records Management: A genuine interest and Knowledge of appropriate records management legislation, standards, and best practices (lead criteria, used in the event of a large volume of applications) - assessed from your supporting statement.
* Relevant Experience: Previous demonstrable experience of working in a legal or records management role - assessed from your supporting statement.
* Legislation and Standards: Experience of applying appropriate records management legislation, standards, and best practices in an organisation - assessed from your support statement.
* Official Correspondence: Previous demonstrable experience of corresponding in an official capacity - assessed from your supporting statement.
* Training Development: Previous demonstrable experience of developing and delivering training - assessed from your supporting statement.
Civil Service Behaviour (EO level):
* Managing a Quality Service
See here for further information: Success Profiles: Civil Service behaviours - GOV.UK
Interview Criteria
You will be interviewed against the following criteria:
Experience:
* Legislation and Standards: Experience of applying appropriate records management legislation, standards, and best practices in an organisation.
* Customer-Facing Experience: Experience in a customer-facing role.
Technical:
* Records & Information Management Awareness: Awareness of issues relating to Records & Information Management.
Civil Service Behaviours (EO Level) :
* Communicating and Influencing
* Making Effective Decisions
* Working Together
See here for further information: Success Profiles: Civil Service behaviours - GOV.UK
Process:
* Single Stage in-person interview in our offices at Admiralty Way, Taunton. You will be contacted to book a suitable slot if you are shortlisted (see our Candidate Pack for further information)
* Interview will be with a panel of no more than 3 people and we expect it to last 45 minutes.
Onboarding Checks:
In the event you are offered a role with us, you will be required to go through Basic Personnel Security Standard (BPSS) checks which will include Employment and Right to Work Checks. Security Clearance (SC) will be obtained prior to the role commencing. You will also need to apply for Developed Vetting (DV) which can be completed while working for us but the offer will remain conditional until DV is gained. Please see our attached Candidate Pack for further details and Terms.
Please note, we are unable to offer visa sponsorship.
Nationality requirements:
DV - reserved
This is a Ministry of Defence reserved post and open to sole UK nationals only. Successful applicants will require Developed Vetting (DV) and therefore need to have resided in the UK for a minimum of 24 consecutive months within the last 10 years.
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is developed vetting .
See our vetting charter .
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
Open to UK nationals only.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .
Apply and further information
This vacancy is part of the Great Place to Work for Veterans initiative.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Contact point for applicants
Job contact :
* Name :
* Email :
Recruitment team
* Email :
Further information
Further Information
The Department's recruitment processes are underpinned by the requirement of selection for appointment based on merit, open and fair competition as outlined in the Civil Service Commissioners' Recruitment Principles, details of which can be found at If you feel your application has not been treated in accordance with the Recruitment principles and you wish to make a complaint, you should in the first instance contact If you are not satisfied with the response you receive, you can further contact the Civil Service Commission at: or view more details