Records Management Advisor
Permanent
London
£32,900
Sue Hill Recruitment are delighted to be working in partnership with The Electoral Commission who are looking to recruit a Records Management Advisor, who will work closely with the Records Manager to provide a comprehensive records management service to the Commission. This will include training staff at all levels of the Commission on the principles of records management ensuring records in all formats are managed throughout their lifecycle. The postholder will also assist in demonstrating how the Commission meets its legal obligation as a public body and publisher.
The Electoral Commission is the independent body which oversees elections and regulates political finance in the UK. We work to promote public confidence in the democratic process and to ensure its integrity.
The post holder is required to work closely with the Records Manager and staff at all levels across the Commission to provide training and support to train Commission staff to have the skills and knowledge to manage the Commission's records, so the Commission meets its statutory obligations. The postholder will also liaise with third party organisations as well as the off-site records facility.
This role requires the post holder to work autonomously and flexibly to support the Commission's staff to manage its records in line with legislation, external standards, the IT Strategy and related internal policies and plans.
KEY RESPONSABILITIES:
- To work with the Records manager in providing guidance and training on compliance arising from information legislation and legislative provisions under the Public Record Act 1958, The Legal Deposit Library Act 2003, The Legal Deposit Libraries (Non-Print Works) Regulations 2013, s.46 of the Freedom of Information Act 2000 and other related legislation.
- Assist with the appraisal and transfer of the Commission's paper and electronic records to the National Archives and places of deposit for permanent preservation.
- Supervise the annual destruction of paper and electronic records that fall outside the scope of the Public Records Act. Working with teams and the external off-site facility.
- Work with teams to confirm that Electoral Commission publications are deposited with the British Library and assist in handling queries from other Legal Deposit Libraries to support organisational compliance with statutory publication duties.
- Work with the Records Manager to process legacy records not chosen for permanent preservation for destruction within the appropriate time span to comply with the Commission's responsibilities under the Public Records Act.
- Provide advice to all teams on best practice so that they are managing the electronic information lifecycle in SharePoint and other organisational systems.
- Monitor, advise and feedback to teams to ensure that records processes for hardcopy lifecycle management are enforced across the Commission in line with Commission policies and retention schedules.
- Assist with the providing training to Commission staff on the principles of records management and the statutory obligations of the Commission as a public body, including organising training on Iron Mountain Connect for teams.
- To be familiar with established metadata schemas, assist to develop current schemas to remain meaningful and functional for Commission work and be able to demonstrate the benefits of classifying information in this way.
PERSON SPEC & SKILLS:
- Relevant qualification, degree, or equivalent experience in Records and/ or Information Management.
- Previous experience working in records and information management in the public sector.
- Experience of using Microsoft SharePoint/0365 to achieve efficient information management.
- Experience of managing documents and document lifecycles in an enterprise content management system (preferably MS SharePoint/0365).
- Understanding of information security management issues and procedures.
- Working knowledge of relevant legislation e.g. The Public Record Act 1958, The Legal Deposit Library Act 2003 and the Legal Deposit Libraries (Non-Print Works) Regulations 2013.
- Knowledge of the impact of PPERA 2000 in relation to information retention and UK GDPR, Data Protection Act 2018 and Freedom of Information Act 2000 on retention.
- Ability to negotiate and liaise with internal and external stakeholders, ensuring effective service delivery and agreeing improvements to working practices.
- Proven track record of successfully meeting objectives and achieving planned results, to tight deadlines.
- Ability to think and act creatively in dealing with records and information management issues.
- Ability to understand problems as described by non-technical users and to work through these to find a resolution.
- Strong organisational skills, with the ability to plan ahead and ensure work is completed in a high quality, timely manner.
- Advanced IT skills including the use of Microsoft Word and Excel.
- Ability to work flexibly, both independently and as part of a team.
- Able to manage effective relationships with external suppliers.
- High level of personal integrity, professionalism, and confidentiality.
- Demonstrate a high standard of attention to detail.