Document & Records Compliance Officer

2 months ago

London, United Kingdom Independent Office for Police Conduct Full time

**Details**:
**Reference number**:

- 271225**Salary**:

- £31,110**Job grade**:

- Other**Contract type**:

- Fixed Term**Length of employment**:

- Fixed term until 31 December 2023**Type of role**:

- Administration / Corporate Support
- Other**Working pattern**:

- Flexible working, Full-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Birmingham, Cardiff, Croydon, London, Sale, WakefieldAbout the job

**Job summary**:
The main priorities for the role will be to assess records management maturity and compliance and to support with implementing best practice information management across the organisation.

This is a unique opportunity to support the IOPC’s information management practices and implement new tools and technology whilst working with the RM management team as well as a variety of stakeholders across the organisation.

The main skills required are communication and engagement with internal stakeholders; teamwork and supporting the management team; data analysis; and making recommendations in relation to IOPC policy and records management best practice and standards. Challenges include increasing awareness of policies and good practice and implementing new information technology and processes across the whole organisation. The role will impact internally and externally by increasing records management maturity and compliance reporting for the organisation and reducing risks to the organisation in line with external audit recommendation and industry standards.

**Job description**:

- ** **To be a part of the Corporate Records Management team, providing an effective service to the wider business, ultimately seeking to align policies and processes with ISO 15489, relevant Data Protection legislation and Public Records Act 1958
- Maintain good working relationships with Corporate Records Management team members and other information management teams, ensuring work is understood, supported, and on track, raising any concerns to the Deputy Document and Records Manager as appropriate
- Act as a point of contact for records management queries, providing advice to the wider business, assisting and liaising with colleagues from other offices and external stakeholders where relevant
- Undertake compliance checks and follow ups to ensure all staff are following best records management practice
- Assist with records management audits and coordinating project work to meet the aims and objectives of the Records Management strategy, enabling tracking of progress, risks and issues
- Provide support and guidance to staff, promoting best practice and contributing to training sessions
- Assist within the development and deliver training to IOPC staff across the organisation
- Undertake supervision of staff including allocation of work, ensuring targets and deadlines are met
- To review documents and records the IOPC holds in all formats and analyse content to make appropriate recommendations and arrangements for storage, accessibility and retention and disposal of records
- Support the delivery of monthly statistics and data dashboards in collaboration with the Deputy Records and Document Manager, including measures of compliance and audits. Managing the records management risk register, and updating of the business plan tracker.
- Support management of records and relevant processes in line with the records management strategy and international records management standards, including the use of the Electronic Document and Records Management System (EDRMS) and assisting with implementation of policies
- Assist with developing communications for the record management communications plan
- Contribute positively to the future direction of the Corporate Records Management function and support the team in completing other duties as required (e.g., minute taking, archive review, working group participation).

**Person specification**:
**Essential **Experience/Skills**
- Research and analytical skills with experience of extracting and retrieving information from various sources and translating and summarising it into a clear format for others
- An understanding of relevant legislation, standards and procedures in relation to records management - such as ISO15489, the Public Records Act 1958 and the Data Protection Act, as it relates to the work of the IOPC
- Experience of analysing and evaluating physical and electronic material
- Experience of monitoring compliance and using methods for quality assurance
- Experience of having worked with multiple time demands and deadlines, exercising judgement on time management and adjusting working practices accordingly
- Proven experience of working effectively in a team environment and the ability to lead and/or delegate tasks to team members
- Experience of dealing with internal and external stakeholders to complete tasks successfully
- Experience of providing brief written summaries and guidance to ot

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