Information and Records Management Society

Records Management Adviser

Office for Students
Bristol, South West England, United Kingdom
23 days ago

Description

Records Management Adviser

Bristol

£23,634 - £24,472      

The Office for Students (OfS) is the independent regulator of higher education in England. 

We aim to ensure that every student, whatever their background, has a fulfilling experience of higher education that enriches their lives and careers. We also care about supporting and developing our staff, working together to achieve more than each of us can do alone.   

At the OfS, we’re proud of our people, our culture and the benefits we offer. We want to create a welcoming and engaging working environment which is free from discrimination. We particularly welcome applications from people with a disability or impairment, those who identify as lesbian, bisexual, gay or transgender, and those from a black, Asian and minority ethnic background, as these groups are under-represented within our workforce. 

We’re looking for skilled, committed people who care about students and their experience of higher education. Join us and you’ll be part of an energetic, forward-looking organisation with high ambitions and big opportunities for our people.

The post holder will have the following key responsibilities:

Delivery of the work of the Knowledge and Information Governance team for the OfS

  • Provide efficient and effective support for the delivery of the OfS’s functions and strategy and the outcomes and objectives set out in the OfS’s business plan.
  • Support the KIM team’s work on the information management and governance agenda.
  • Working with other members of the team, deliver the activities underpinning the Knowledge Management and Information Governance strategy.
  • Provide administrative support for colleagues working on Information Rights, Access and Data Protection, taking account of records management best practice.

Management of the OfS’ records

  • Provide support to the Information Governance Senior Officer and the Records Manager, to ensure that the OfS’ records are managed in accordance with legislation and best practice, including the application of appropriate retentions, disposal of documents and the transfer of records to the TNA.
  • Ensure that records within SharePoint are managed effectively throughout their lifecycle using the OfS’s SharePoint records management software (Records365).
  • Supporting the Records Manager, applying and managing legal holds via Microsoft’s compliance centre.
  • Carry out advanced searches within Records365 and produce intelligence reports and Teams usage analysis in order to take action and follow up with staff where required.
  • Provide an efficient and effective contact point for queries in relation to information governance and advise staff on records management.
  • Support awareness raising within the OfS of good records management practice, policies and procedures.
  • Undertake system testing as required and provide support during system upgrades / enhancements.

Delivery of core information governance activities for OfS

  • Provide administrative support for information rights requests (FOI and Data Protection), including responding to straightforward requests.
  • Along with colleagues, contribute to the development of policies and procedures.
  • Support the identification and collation of information that may be of ongoing value to OfS.

About you

The successful candidate will have the following key skills:

Essential

  • Experience of working in records management (including using SharePoint) and / or suitably qualified.
  • Excellent attention to detail and organisational skills.
  • Strong written and verbal communications skills.
  • Ability to work collaboratively and flexibly to deliver the team’s objectives.
  • Ability to analyse and summarise complex information and statistical reports.
  • Discretion and understanding of confidentiality.
  • Ability to negotiate and influence positive outcomes.

Desirable

  • Experience of responding to FOI/DP requests.
  • Experience of using Records365 and/or Microsoft’s Compliance Centre for managing records.

The Office for Students currently uses enablers to evaluate your strengths and ask that your application describes what you’ve done and how you’ve done it. The enablers for this role are: 

Knowledge and Learning

  • Makes time for personal development and learning.
  • Actively takes responsibility for finding out information.
  • Applies what has been learnt and obtains feedback where appropriate.
  • Takes responsibility to obtain develop, organise and share knowledge and information that may be of use to others, ensuring that it is accurate and up to date.

Planning

  • Plans and priorities tasks successfully, taking account of others’ needs, as well as own.
  • Resolves competing priorities within resources available, in the light of others’ priorities and work life balance.
  • Demonstrable ability to work collaboratively and flexibly to deliver the team’s objectives.

Communications

  • Aware of the way you communicate and its impact on others, and adapts style, as necessary, resulting in effective communication.
  • Manages own time to allow opportunities for effective communication with others.
  • Speech is clear, concise, of appropriate complexity and tailored to the audience. Content of speech is accurate.
  • Writing is clear, concise, of appropriate complexity and tailored to the audience(s). It follows house style and uses correct grammar. The content of writing is accurate.
  • Ability to negotiate optimum outcomes and secure understanding with a variety of colleagues.

Relationships

  • Adapts personal style to achieve best results.
  • Takes into account others’ perspectives.
  • Negotiates optimum outcomes and secures understanding from those with whom one may not agree.
  • Pro-actively seeks to build effective relationships.

Working for us


The OfS regulates the higher education sector on behalf of all students. We value diversity and the wealth of perspectives, experience and ideas that it brings to our work, and we strive to embed equality of opportunity in everything we do.

We recruit based on fair and open competition and welcome applications from candidates regardless of age, disability, race and ethnicity, gender reassignment, marriage and civil partnership, pregnancy and maternity, religion or belief, sex, sexual orientation and socio-economic background. To attract the widest possible field of qualified applicants, flexible working, for example job share and part time working, apply to this role.

Closing date for applications: 30 November 2021

Interviews: 15 December 2021



Job Information

  • Job ID: 59814297
  • Location:
    Bristol, South West England, United Kingdom
  • Position Title: Records Management Adviser
  • Company Name: Office for Students
  • Job Function: Records Management

Please refer to the company's website or job descriptions to learn more about them.

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