Records Assistant - FTC 31/03/2025

at  Independent Office for Police Conduct

JOB SUMMARY

As Records Assistant you will have the opportuity to dorectly contribute to the Data and Information Strategy.

JOB DESCRIPTION

Assessing material against a set criterion, identifying any links to government inquiries and applying knowledge in line with Public Records Act 1958 responsibilities in summarised findings.
Appraisal of hardcopy and electronic records, making recommendations as to whether records should be retained or destroyed in compliance with the IOPC Retention and Disposal Policy.

Participating in the disposal processes by conducting quality assurance checks and case management system admin to ensure the accuracy of records and recommendations.

• To review documents and records the IOPC holds in all formats and analyse content to make recommendations in line with the organisational Retention and Disposal Policy to ensure compliance across the organisation
• Provide written summaries and justifiable recommendations for records reviewed in line with retention criteria and guidance provided
• Update the relevant technical systems (e.g., case management system and archive catalogue), ensuring that any changes made to the location of records and other relevant metadata are accurately recorded to maintain integrity and accessibility of records
• Support the Records Management (RM) team to retrieve material from the storage and external supplier in line with department priorities
• Ensure all material is handled in line with policies and allocated to the appropriate locations to facilitate correct disposal or accessibility in the future
• Please note: Assessing hardcopy legacy information involves moving boxes up to 15kg with the use of manual work positioner tool
• Participate in the destruction process by reviewing electronic inventories and analysing with a critical eye the work of colleagues as part of quality assurance and dip-sampling processes to ensure the accuracy of retention and disposal recommendations
• Action service and supply requests, in line with the records lifecycle, for staff across the organisation. This involves the use of e-forms, email mailbox maintenance, communicating to stakeholders across all offices and liaising with our external storage providers
• Provide an effective service to the wider business as part of this team, seeking to align processes with international Records Management standards and regulations whilst maintaining good communication and relationships with colleagues across the IOPC
• Support the RM team with assessment work in line with Public Records Act 1958 responsibilities and other activities such as box listing, and file packaging
• Contribute and support any audits of digital records or physical material, e.g. shared drives audit; records management in M365; migration to other systems and the EDRMS; utilising tools such as DROID or treesize reporting where appropriate
• Support and contribute work in relation to transfer of records on removable media processes and support RM lead on digital transformation/digital by design work as required
• Help to promote the work of the team and good records management practice through involvement in learning sessions, knowledge sharing and providing support with updates to training and guidance material when required
• Support RM team with compliance checks when required
• Meet with the Team Co-ordinator and Line Manager on a regular basis to discuss recommendations and alert management to any cases that may be of interest to government inquiries
• Support the RM team completing other duties as required (e.g., minute taking and working group participation)

ESSENTIAL EXPERIENCE

• Experience of analysing, appraising and evaluating physical and electronic material and documentation
• Experience of providing brief written summaries and guidance to others
• Experience of working to tight deadlines whilst maintaining accuracy
• Proven experience of working effectively in a team environment
• Experience in using relevant technology – including Microsoft 365 applications and information management systems
• An understanding of the importance and ability to apply legislation such as GDPR and Public Records Act as it relates to the work of the IOPC

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) (opens in a new window)
• 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 (opens in a new window)

THE ROLE REQUIRES CLEARANCE TO BPSS LEVEL.

National security vetting: clearance levels - GOV.UK (www.gov.uk)