Information Officer M365

2 weeks ago


Edinburgh, United Kingdom National Galleries of Scotland Full time

NATIONAL GALLERIES OF SCOTLAND
**INFORMATION OFFICER M365**
Full-time, Fixed Term (2 years)
Salary £26,719 - £29,182 per annum pro rata (Band 6)
Plus generous benefits package
Hybrid / flexible working

**ABOUT THE ROLE**

Are you looking to expand your current IT skills in a role where you can help improve processes using Microsoft 365? If so, we have a fantastic opportunity for you to join us.

This is an exciting and key role supporting the setup of Microsoft 365 (M365), primarily
Microsoft Teams and SharePoint Online, to facilitate collaborative working with improved records management and information security. As part of the M365 project, you’ll be involved in an interesting and wide range of activities that includes engaging with colleagues to gather information, planning how to implement this project, writing governance, and training materials, and delivering training to help colleagues communicate, collaborate, and manage their files securely.

There is plenty of opportunity to learn new skills and develop in this role.

**Project Background**

We’ve invested in Microsoft 365 (M365) to allow colleagues to work anywhere on different devices. Currently, colleagues can use Outlook, OneDrive, Teams chats, calls and meetings, and a SharePoint Intranet Hub site with communication sites. This M365 project mainly focuses on setting up Microsoft Teams and SharePoint Online to facilitate collaborative working, information security and in-situ records management. SharePoint online document libraries with columns and metadata will become the primary storage location for team and group files, replacing network drives and personal OneDrive folders and files currently used for this purpose. We are running trials before fully implementing M365 and will be taking a more agile learn-as-we-go approach to delivering this project.

**THE DIFFERENCE YOU’LL MAKE**

As a member of the Planning and Performance Team, you will help us comply with various information, records, and personal data legislation. Working as part of a cross-divisional M365 project team you will help to:

- Gather information from across the Galleries to inform the setup of Microsoft Teams and

SharePoint Online.
- Engage with colleagues to determine how they work, who they communicate and collaborate with, and how they currently manage files.
- Populate an Information Asset Register and Record of Data Processing Activities and refine the Records Retention Schedule.
- Research M365 information security and records management capabilities and setup.
- Translate information gathering findings into functional recommendations for the setup of

M365 - what groups, teams, sites, libraries, columns, and metadata do we need?
- Produce governance and training content to ensure we manage and use M365 effectively.
- Develop and promote the use of the SharePoint Intranet and Yammer, as well as any other collaboration or communication apps we may use in future.
- Address any queries or problems and escalate any you cannot answer or resolve to the relevant people or teams.

**WHO WE ARE LOOKING FOR**
- You must have information, records, or relevant IT qualifications
- Experience of communicating and engaging with many people
- Experience of gathering material and examining it
- Ability to write governance or training material
- Ability to deliver face-to-face or online training
- Excellent problem-solving skills

**Desirable**
- Experience of using Microsoft Teams, SharePoint Online, and other M365 apps
- Knowledge of the Public Records (Scotland) Act (2011)
- Experience of working in a cross-divisional team to deliver a project

**ABOUT US**

The National Galleries of Scotland (NGS) is home to one of the world’s finest collections of art, which ranges from the Middle Ages to the present day. Our spectacular buildings house the world’s greatest collection of Scottish art, and a world-renowned collection of Scottish and international photography, welcoming many visitors to our three principal sites in Edinburgh: the Scottish National Gallery, the Scottish National Gallery of Modern Art, and the Scottish
National Portrait Gallery. The National Galleries of Scotland aims to preserve, display, and augment the collections for the enjoyment and education of the widest possible public and to maintain NGS as a centre of excellence.

This is an exciting period of renewal for NGS, as we move forward with our engaging strategic vision that puts our audience at the heart of what we do. We’re making it our mission to broaden our impact, matching our rich collections, expertise and creativity to the needs and wants of our visitors. We’re finding new ways to connect with more people, and creating an innovative, inclusive organisation that can meet the challenges of our ever-evolving world.

‘Art for Scotland: Inspiration for the world’ is Our Vision. Inclusive, original, and ambitious - we will make the national collection accessible to all and inspire curi



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