JOB SUMMARY

In the Information Management and Privacy team, we are evolving a progressive function that consolidates information governance capability across UKHSA, working organisation-wide to develop a compliance culture that is enabled and supported by dedicated professionals. We provide UKHSA with the skills and expertise to ensure our information assets are governed. This is an exciting time to join the organisation and our collaborative and supportive team, in an environment that values your personal and professional development. Our Information and Records Managers develop, implement, and continually review and refine the organisation’s information governance, including its records management strategy, policy, and processes to promote good practice and maintain compliance with statutory obligations. They provide accessible, impactful guidance to support colleagues across the organisation in delivering information and records management. They enable the design, development, and delivery of processes and functionality to make information and records management an impactful process for all our staff. They lead our organisation’s management of records and information. They provide expertise and guidance to the organisation in respect of record handling, information and record lifecycle management and the development and interpretation of policy.

JOB DESCRIPTION

The Information and Records Management – Archives and Public Records understands UKHSA’s current and future requirements for information and records management especially around paper and legacy records.
They operate at the Practitioner level of the Government Knowledge and Information Management (GKIM) Professional Skills Framework. They collaborate with teams and networks across UKHSA. They understand our stakeholders, our requirements, and our priorities. The role involves working across Government and our wider partnerships to understand stakeholder concerns, develop approaches that meet our information management requirements.

Identify, discuss, and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events;

• Engage with the GKIM professional body on behalf of yourself, UKHSA and colleagues;
• Share experience of learning and development activities;
• Ensure a consistent level of business knowledge within the team and that this knowledge is applied effectively;
• To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training;
• If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.

The Information and Records Manager will support information asset owners in meeting responsibilities, working closely with Information Assurance and Information Technology colleagues. This role has an emphasis on the management of legacy records and public records, including paper records and will support the team’s strategic vision for improving compliance through the necessary identification, archiving, cataloguing and disposition review for assessing records for permanent preservation or other disposal methods.
Other responsibilities will be to:
• Support the Information and Records Lead and broader information and records management team in providing expert advice to the Agency on matters of Information and Records Management, policy, procedure, and practice with a particular focus on retention, long-term requirements, and paper records.
• Support the UKHSA’s compliance with the 20-Year Rule as it applies to the Public Records Act 1958 and the development and implementation of relevant established policy, processes, and standards.
• Deliver and manage UKHSA’s contracted off-site storage and ensure that paper records are routinely transferred when not in use and support UKHSA’s on-site storage of paper records.
• Support processes and practice for the transfer of paper and digital records to the National Archives for permanent preservation.
• Work with Subject Matter Experts across the Agency to identify and manage records with long-term retention and act as a key point of contact for physical records.
• Contribute to the UKHSA information and records management policy suite, including guidance documents, retention schedules, review processes and destruction standards.
• Lead on initiatives outlined in information and records business plans that complement the Agency’s overall organisational strategy and aims.
• Liaise and maintain good working relationships with key stakeholders across the Agency including but not limited to: Public Inquiry team, Legal team, Information Rights team, Information Management & Privacy team.
• Contribute to increasing organisational knowledge on information and records Management and promote the work of the team across UKHSA.
If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.

YOU WILL BE ASSESSED ON THE BELOW 13 ESSENTIAL CRITERIA, WHICH HAVE BEEN SELECTED FROM THE JOB DESCRIPTION

Essential Criteria:
• Experience working with information and records
• Experience in delivering operational information and records management policy, procedure and practice
• Experience in management of Records Retention & Disposal policies and processes
• Experience in managing paper records and/or working with archives
• Experience of working within the framework of the Public Records Act 1958 and ICO Code of Practice for management of records, and the management of records with long-term retention
• Knowledge of record cataloguing requirements and standards
• Expert Microsoft Office user
• Excellent written and verbal communication skills
• Stakeholder engagement/communication experience
• Excellent teamworking skills
• GKIM Professional at level Practitioner or above as per the GKIM skills framework for Government
• An understanding of and commitment to equality of opportunity and good working relationships.
• Skills or qualifications necessary in the context of or against the framework

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements

Other