Deputy Departmental Records Officer

1 month ago

Hastings, East Sussex, United Kingdom Ministry of Housing, Communities and Local Government Full time

Job Summary

We are seeking a highly skilled and motivated Deputy Departmental Records Officer to join our Knowledge and Information Management team at the Ministry of Housing, Communities and Local Government. As a key member of our team, you will be responsible for managing the review and lifecycle management of information held by the Ministry to ensure compliance with relevant legislation.

Key Responsibilities

As a Deputy Departmental Records Officer, you will:

  • Manage the Records Services team to ensure the delivery of high-quality Registry and Review services.
  • Prepare and analyze monthly statistics to track progress against legislative requirements.
  • Manage the process to ensure all potentially relevant public inquiry material is identified and placed on hold, and related queries and requests are processed quickly and effectively.
  • Design and implement lifecycle management and review within M365, followed by ongoing management once implemented.
  • Investigate and implement strategies to manage the digital legacy in M365, including the import of legacy data from other systems.
  • Manage the design and implementation of digital selection, sensitivity review, and transfer to The National Archives.
  • Oversee review, lifecycle management, and destruction processes to ensure targets are met.
  • Manage the preparation and transfer of records to The National Archives, including sensitivity reviews, the annual Information Management Return, Annual Security Reports, and applications for closures and retention instruments.
  • Lead multiple large-scale projects to address the lifecycle management, retention, and long-term preservation or destruction of information.
  • Liaise with stakeholders and subject matter experts.
  • Serve as the Account Manager for the Offsite Storage Contract, responsible for daily operational account management and project work.

Person Specification

We are looking for a candidate with:

  • Knowledge and understanding of relevant legislation related to Knowledge and Information Management, in particular the need to manage information throughout its lifecycle and apply agreed retention and disposal policies.
  • Strong self-motivation and the ability to work independently with minimal supervision.
  • Strong organisational skills, capable of managing a complex workload with competing demands and prioritising effectively while maintaining close attention to detail.
  • Good communication skills, able to deliver messages effectively to different audiences.
  • Strong teamworking skills, able to work effectively across the Knowledge and Information Management Team and to build relationships with key stakeholders from across the Department and external stakeholders.
  • Experience of working in a Knowledge and Information Management role or have a relevant Knowledge and Information Management qualification.
  • Competent user of Excel and working within the M365 SharePoint environment.

Benefits

We offer a competitive salary of £38,732, plus an employer contribution of £11,220 towards your pension. You will also have access to learning and development opportunities, flexible working options, and a culture that encourages inclusion and diversity.

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