Records Officer - Grade 7

  • Location

    London

  • Sector:

    Knowledge and information management

  • Job type:

    Contract

  • Salary:

    £36.5k per year

  • Contact:

    Recruitment

  • Contact email:

    Daniel.rose@suehill.com

  • Contact phone:

    020 7378 5459

  • Salary high:

    36500

  • Salary low:

    36500

  • Job ref:

    DR 25775

  • Published:

    5 months ago

  • Duration:

    3 months

  • Expiry date:

    2019-07-15

  • Startdate:

    2019-07-08 00:00:00

Records Officer

London

£36,500

3-month fixed term contract

35 hours a week

About the company

We are presently recruiting for a Higher Educational Public Research University in London, to work on 3-month fixed term contract within the Information and Technology Directorate.

The Records Manager is primarily responsible for providing records management expertise and embedding records management policies and good practice across the University. They will also manage the day-to-day processing of the University’s Freedom of Information and Data Subject Access Requests, under the supervision of the Information Compliance Manager. The post holder will also spend one day a week in the Archives & Special Collections office based in the University Library, managing the corporate archive, responding to research enquiries and placing the archive on a sustainable footing in the longer term.

Main Responsibilities

Records Management

•     Ensure that policies, procedures and staff engagement initiatives are in place to support long-term, good records management practice across the University.

•     Provide advice to staff on improving their record-keeping, through the use of the University’s records retention schedule, guidance on good practice (such as filing and naming conventions), use of records disposal procedures and off-site storage.

•     Manage the procedure for sending records to the off-site storage facility, advising colleagues on how to use the service and liaising with the storage supplier for collections, deliveries, invoicing and account queries.

•     Work with University staff ahead of and during any office moves to ensure that records are securely transferred and stored as necessary.

•     Manage the Information Compliance and Records Management network: a group of 25-30 local champions and representatives from each department/faculty. Arrange and chair termly meetings, provide training sessions and disseminate guidance as required.

•     Edit the records management internet and intranet pages so that key information is readily available to its intended audience.

•     Keep abreast of professional and specialist developments through a variety of activities and membership of appropriate bodies (eg Information and Records Management).

Archive Administration

•     Undertake on-line cataloguing of administrative records deemed fit for archival preservation to professionally recommended standards, including the provision of meta-data for digitised material where necessary.

•     Liaise with donors and manage donor relationships for the University archive, including the secure transfer of material to Special Collections.

•     Develop a strategy for the long-term management and preservation of the University administrative archives.

•     Answer enquiries about the University archives from both colleagues and the public.

•     Promote the University archives through arranging and managing articles, tours, talks and exhibitions as appropriate.

Information Compliance

•     Process requests for information under the Freedom of Information Act and Data Protection Act in a timely manner: logging, acknowledging and tracking requests, liaising with key contacts across the University to gather the information, and drafting initial responses for approval by the Information Compliance Manager within the statutory timescales.

  • Manage the information compliance/records management generic email account to ensure requests/enquiries are dealt with or forwarded on in a timely manner.
  • Deputise for the Information Compliance Manager when they are absent or otherwise engaged.
  • Carry out any other duties as reasonably required within the remit of the role, as directed by the Information Compliance Manager.

Why you’ll be hired

  • Professional postgraduate qualification in archive administration or records management.
  • Relevant experience of developing and implementing records management policies.
  • Good knowledge of records management standards and good practice.
  • Experience of processing Freedom of Information requests
  • Experience of working in an archive environment and of cataloguing to appropriate professional international standards.
  • Experience of digitisation projects.
  • Working knowledge of CALM software.
  • Experience of working in Higher Education.
  • Exceptional organisational and administrative skills, attention to detail and accuracy.
  • Good IT skills, particularly in the use of Microsoft Word and Excel.

Why you should apply

If you are looking to work within a busy and responsive team, then this is the role for you

If you are interested in learning more information about the role.  

Please get in touch on 020 7378 5468 or Ioanna.fytilopoulou@suehill.com