Job description
Information and Records Manager
Contract type: Permanent
Location: London or Newcastle with a minimum of 2 days per week in the office in line with our hybrid working policy.
Salary: London c£55,, Newcastle c£48, plus civil service pension employer contribution of 28.9%
Closing date for applications is 23:59pm on Sunday 5 April
First stage Interviews will take place over MS Teams week commencing 13 April and successful candidates will be invited for final stage interviews week commencing 20 April .
Please be aware that the NAO is unable to provide visa sponsorship for this role. Therefore, applicants must already have the right to work in the UK in order to be considered for this role.
Information and Records manager
Experienced professional to lead the NAO’s records and information management program. To develop policies, processes, and systems to ensure compliance with the Public Records Act and UK GDPR, while driving innovation through implementing electronic records management using Office tools.
As the organisation’s expert, you’ll advise colleagues, manage relationships with The National Archives, and oversee digital archiving and retention. You’ll also promote best practice, deliver training, and support wider Knowledge Management activities.
If you hold a postgraduate qualification in archives and records management (or equivalent), have strong legislative knowledge, and experience implementing EDRMS systems, this is your chance to make a real impact.
Main responsibilities
Lead the development of automated electronic management Solution (Office tools and purview) and support the introduction of electronic records management at the NAO and then its administration going forward
Oversee the creation and maintenance of standardized metadata/information architecture for the NAO’s information and records repositories.
Advise organisation on access controls for its information and document management repositories, management of these access controls for the NAO.
Lead our successful Tidy Friday campaign to encourage colleagues to regularly remove out of date or irrelevant content for all the NAOs document repositories (MS Teams, OneDrive, Outlook)
Carry out MS teams training sessions to ensure compliance with information, records and access management best practice including MS team Owners training.
Extensive experience of managing organisational compliance with the Public Records Act, including cataloguing standards, developing or leading sensitivity reviews, redaction, file preparation and preservation, and working and engaging with The National Archive (TNA) and understanding their requirements for transferring material.
Develop NAO’s own policies and provide technical specification for the archiving and retention of digital records long term.
Providing specialist professional advice and support to managers and employees across the NAO on international standards and best practice in record keeping for electronic records, monitoring and interpreting current legislative and regulatory frameworks to ensure information compliance
Promoting good records management practice and adherence through day-to-day advice; delivering training sessions and presentations to managers and staff at all levels; and assisting with Information and Records Management staff development activities.
Manage the NAOs small legacy off site storage contract for its remaining legacy paper records
Representing the Information and Records Management function at meetings, both internally and externally, sharing expertise and best practice regionally and nationally, and undertaking other duties at the same level of responsibility as required.
Reviewing, updating, and maintaining the Records Retention Schedule to ensure the NAO complies with the Public Records Act, General Data Protection Regulations and other relevant legislation.
This role will also require supporting the wider Knowledge management activities including the management of access in its Microsoft environment (via SharePoint & MS Teams) but also being involved in knowledge management projects and supporting collaborative working across the NAO
Relationships and Accountability
Reports to: Head of knowledge and Information Management
Internal relationships: The post holder will work closely with a range of internal colleagues, including the NAO’s Financial Audit PQ and VFMPQ teams, the Information Security Team, and the FOI and Correspondence teams
External relationships: The post holder will also work be the NAOs point of contact with the National Archives.
Skills, experience, attributes and qualifications
Successful candidates will be able to demonstrate: -
Knowledge of ISO standards (ISO, ISO, ISO, ISO )
Postgraduate qualification in archives and records management or equivalent
Experience in creating and maintaining information architecture for EDRMs and information systems.
Strong and demonstrable knowledge of the Public Records Act and data protection legislation and demonstrable knowledge of standards and procedures in relation to collections management, including the Public Records Act and Copyright Act and the UK GDPR.
Experience in the implementation and administration of EDRMs systems (preferably using Microsoft tools including SharePoint and Purview). Understanding of the design and methods of application of Retention Policies and Labels in Purview is desirable.
Proven track record of engaging with and managing stakeholders, working collaboratively across directorates and functions.
Proactive in identifying improvements in how we do things and opportunities to add value.
Ability to plan, prioritise and deliver high quality services and advice in a timely and efficient way to meet business needs.
Works collaboratively with others to achieve the best outcome and service to clients.
Communicates clearly and succinctly and is credible and influential in meetings with a range of stakeholders.
Behavioural insights to drive user adoption
Experience with structured appraisal & selection for digital records
How to apply:
Please upload a CV and covering letter outlining your suitability for the role before the deadline. Applications without a covering letter would would not be considered.
In your covering letter please comment on your experience in the following areas:
1. Professional qualification and legislative knowledge
2. Experience implementing electronic records management systems
3. Information architecture, metadata and retention management
4. Stakeholder engagement and advisory capability
5. Promoting good practice, training and user adoption
The closing date for applications is 11.59 pm Sunday 5 April .
Responsibilities
Skills required
Educational requirements