Purpose of role
The Knowledge & Information Management (KIM)Team plays a vital role in championing and supporting effective lifecycle management of UKRI’s digital and legacy paper records.
You will support a range of activities, including the delivery of information management services and projects. You will act as a key contact for one or more councils and corporate functions, helping to implement the UKRI Information Management Policy, Retention Schedule, and Information Asset Register by developing guidance, delivering training and managing enquiries.
You will support teams and projects by advising on digital records retention, migration, and system decommissioning. You will help support embedding retention and records-management processes across UKRI platforms and electronic document and records management systems (EDRMS). You will also manage information access and retrieval requests for physical and digital material to meet regulatory and business needs.
You will contribute to programmes to appraise, catalogue, and destroy paper records in line with retention requirements. This will involve carrying out sensitivity reviews of paper files in Swindon and at The National Archives (TNA) in Kew, Richmond. You will help develop processes and support the future selection, appraisal and sensitivity review of both paper and digital records to TNA.
You will have line management responsibilities for one or more Records Management Support Officers.
Your Responsibilities
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Act as a key contact for one or more UKRI councils and corporate functions providing advice, training and guidance on information management issues.
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Contribute to the design, development and delivery of information management training and guidance so teams follow clear, consistent practices.
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Develop processes and support the records life cycle through appraisal, cataloguing, selection, sensitivity review, preparation and transfer of digital and legacy paper records to TNA.
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Manage access and information retrieval requests for physical and digital material.
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Support the continuous improvement and review of the UKRI Retention Schedule and the implementation of retention and disposal policies.
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Advise teams and projects, including those delivering new systems, migration, and decommissioning activities, on retention and information management procedures.
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Support the future creation and rollout of retention labels and promote strong information governance across EDRMS, including effective configuration of access controls, file plans, meta data and naming conventions.
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Engage with Information Asset Owners and Administrators to keep the UKRI Information Asset Register current and ensure assets are managed in line with best practice.
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Support account management activities, including account administration and liaison with suppliers and users.
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Manual handling of boxes including lifting, opening and reviewing files.
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Line Management of one or more Records Management Support Officers.
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Other duties as required, relating to KIM or the wider remit of information governance.
Personal Specification
The below criteria will be scored during Shortlisting (S), Interview (I) or both (S&I).
Essential
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Experience working in an information and records management role and supporting records lifecycle (S&I).
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Experience of appraising, cataloguing, conducting sensitivity reviews and/or applying retention to records (S&I).
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Experience of supporting the digital records management life cycle across platforms and systems, including EDRMS (S&I).
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Strong team working skills with the ability to network and build partnerships beyond core team (S&I).
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Effective communication skills with the ability to provide clear advice, guidance and/or training (I).
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Strong organisational skills, including prioritisation, flexibility, and multi-tasking (I).
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Proficient IT Skills (including Microsoft tools, and information systems or platforms) (S).
Desirable
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Relevant qualification (in library, records, information or archives) (S).
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Experience in developing search strategies for information retrieval (S).
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Experience using Microsoft Purview for records management (e.g. metadata, retention labels and policies) (S&I).