Records and information Manager
- Recruiter
- Anonymous
- Location
- Swindon
- Salary
- 33000.00 - 37000.00 GBP Annual
- Posted
- 07 Nov 2019
- Closes
- 05 Dec 2019
- Sectors
- Sport & Leisure
- Contract Type
- Permanent
- Hours
- Full Time
Job title:
Records and Information Manager
Department:
Information Management & Technology
Responsible to:
Head of Information and Records
Overall purpose of the job:
Working within the Information and Records Management team in the IMT Operations and Service Delivery Group the main purpose of your role is to manage the Records Management service in order to provide services, expertise, guidance and training to staff so they can manage information effectively
As a senior manager within the Information and Records Management team you will play a leading role in developing and improving the records management service. You will work closely with the Head of Information and Records to ensure the service enables staff to make the best use of corporate information and to achieve compliance with legislative requirements relating to information management.
Main duties and responsibilities:
1. Support the development and roll out of the corporate SharePoint Online solution. Analyse and map information held in TRIM, existing SharePoint sites and on shared drives to new structures in the SharePoint solution. Design information architecture including libraries, content types and metadata. Create and apply disposal rules.
2. Contribute to the design of a viable service model for SharePoint information management and work with the project team and colleagues within the Information and Records Management to ensure this is realised. This is likely to include commissioning of new sites, the on-going maintenance and development of file plans, libraries, content types, disposal and retention processes, compliance monitoring and help desk support. Manage this service once it is operational.
3. Provide assurance to the DRO on compliance with the Public Records Act. Develop and maintain the appropriate processes to support selection and appraisal of records for transfer to an approved place of deposit. Maintain stakeholder relations, in particular the relationship with The National Archives and the Historic England Archive.
4. Lead on the review and selection of records for transfer. Develop strategies to appraise the backlog of legacy records and to enable the future transfer of digital records collections.
5. Manage the process for review and transfer of records to an approved place of deposit including overseeing the preparation, sensitivity review, cataloguing and physical transfer of selected records.
6. Proactively consult with departments to ensure their needs and requirements are captured in the team's work programme. Work with staff to identify and implement solutions and work required to resolve records management issues. Develop and agree changes, in consultation with relevant staff, to Corporate Retention Schedules and classification schemes to reflect changing business practices and legislative requirements.
7. Act as champion for information and records management. Promote and develop good records and information practice. Write best practice guidance, factsheets and other publications. Develop and deliver briefings, classroom and online training modules. Represent the Information and Records Management team on relevant projects teams and working groups.
8. Provide specialist guidance and support to staff on the application and implementation of information and records management policy and procedures.
9. Manage the offsite records storage service and deeds store. Oversee processes and performance for deposit of new records, retrievals and deliveries and disposals. Act as contract manager for offsite storage supplier. Liaise with service users and promote use of the service.
10. Line manage a small team and be responsible for their training and development.
11. Keep in touch with good information and records management events and issues through membership of relevant societies and participation in working groups
This is an outline description of the duties and responsibilities involved in the job. It is not exhaustive and may be revised from time to time.
Person Specification
Essential:
A qualification or appropriate experience in Records Management or a related field
Experience of supporting and working with customers
Desirable:
Experience of organisational change
Experience of managing and developing a team
Knowledge & skills
Essential:
Knowledge of relevant standards and excellent understanding of current information management issues and best practice
Good planning and organisational skills with ability to manage conflicting priorities
Excellent written and verbal communication skills including ability explain specialist issues simply to non-specialist staff at various levels
Strong interpersonal skills and experience of building and maintaining relationships with a wide range of stakeholders
Analytical and problem solving skills
Ability to manage a team
Excellent time management skills combined with the ability to work on own initiative and exercise own judgement
Desirable:
Experience of SharePoint and / or Electronic Document Management System
Awareness of Freedom of Information and Data Protection legislation
Records and Information Manager
Department:
Information Management & Technology
Responsible to:
Head of Information and Records
Overall purpose of the job:
Working within the Information and Records Management team in the IMT Operations and Service Delivery Group the main purpose of your role is to manage the Records Management service in order to provide services, expertise, guidance and training to staff so they can manage information effectively
As a senior manager within the Information and Records Management team you will play a leading role in developing and improving the records management service. You will work closely with the Head of Information and Records to ensure the service enables staff to make the best use of corporate information and to achieve compliance with legislative requirements relating to information management.
Main duties and responsibilities:
1. Support the development and roll out of the corporate SharePoint Online solution. Analyse and map information held in TRIM, existing SharePoint sites and on shared drives to new structures in the SharePoint solution. Design information architecture including libraries, content types and metadata. Create and apply disposal rules.
2. Contribute to the design of a viable service model for SharePoint information management and work with the project team and colleagues within the Information and Records Management to ensure this is realised. This is likely to include commissioning of new sites, the on-going maintenance and development of file plans, libraries, content types, disposal and retention processes, compliance monitoring and help desk support. Manage this service once it is operational.
3. Provide assurance to the DRO on compliance with the Public Records Act. Develop and maintain the appropriate processes to support selection and appraisal of records for transfer to an approved place of deposit. Maintain stakeholder relations, in particular the relationship with The National Archives and the Historic England Archive.
4. Lead on the review and selection of records for transfer. Develop strategies to appraise the backlog of legacy records and to enable the future transfer of digital records collections.
5. Manage the process for review and transfer of records to an approved place of deposit including overseeing the preparation, sensitivity review, cataloguing and physical transfer of selected records.
6. Proactively consult with departments to ensure their needs and requirements are captured in the team's work programme. Work with staff to identify and implement solutions and work required to resolve records management issues. Develop and agree changes, in consultation with relevant staff, to Corporate Retention Schedules and classification schemes to reflect changing business practices and legislative requirements.
7. Act as champion for information and records management. Promote and develop good records and information practice. Write best practice guidance, factsheets and other publications. Develop and deliver briefings, classroom and online training modules. Represent the Information and Records Management team on relevant projects teams and working groups.
8. Provide specialist guidance and support to staff on the application and implementation of information and records management policy and procedures.
9. Manage the offsite records storage service and deeds store. Oversee processes and performance for deposit of new records, retrievals and deliveries and disposals. Act as contract manager for offsite storage supplier. Liaise with service users and promote use of the service.
10. Line manage a small team and be responsible for their training and development.
11. Keep in touch with good information and records management events and issues through membership of relevant societies and participation in working groups
This is an outline description of the duties and responsibilities involved in the job. It is not exhaustive and may be revised from time to time.
Person Specification
Essential:
A qualification or appropriate experience in Records Management or a related field
Experience of supporting and working with customers
Desirable:
Experience of organisational change
Experience of managing and developing a team
Knowledge & skills
Essential:
Knowledge of relevant standards and excellent understanding of current information management issues and best practice
Good planning and organisational skills with ability to manage conflicting priorities
Excellent written and verbal communication skills including ability explain specialist issues simply to non-specialist staff at various levels
Strong interpersonal skills and experience of building and maintaining relationships with a wide range of stakeholders
Analytical and problem solving skills
Ability to manage a team
Excellent time management skills combined with the ability to work on own initiative and exercise own judgement
Desirable:
Experience of SharePoint and / or Electronic Document Management System
Awareness of Freedom of Information and Data Protection legislation