Associate Director, Records Management Specialist

MUFG Investor Services; City of Westminster; On-site; GBP 50,000 - 70,000; Full time

Job summary

A financial services firm in the UK is seeking a Records Manager responsible for overseeing the execution of their records management framework. The role involves developing policies, implementing practices for legal compliance, and collaborating with multiple departments to enhance operational efficiency. Candidates should have extensive experience in records management within financial services and strong knowledge of regulatory frameworks. This position offers a competitive salary and opportunities for development.

Qualifications

• 5+ years' experience in records management, information governance, or compliance.
• Experience in implementing a records management program.
• Strong understanding of regulatory frameworks and their application to records.

Responsibilities

• Support the head of data governance in rolling out the records management framework.
• Create and maintain records management policies and procedures.
• Oversee the implementation of the record retention schedule.

Skills

Records management experience

Information governance

Regulatory knowledge (GDPR)

Cross-functional influence

Communication skills

Analytical skills

Organizational skills

Tools

SharePoint

Microsoft Purview

Iron Mountain

Job description

The Role will be responsible for the oversight of execution of MUFG's records management framework, ensuring that all records – physical and electronic – are created, maintained, and disposed of in accordance with legal, regulatory, and internal policy requirements. This role underpins MUFG's commitment to data integrity, transparency, and compliance by embedding robust records lifecycle practices across the organisation. The Records Manager will work closely with Data Owners, Data Stewards, Compliance, Legal, and Technology teams to ensure that records are verifiable, reliable, and accessible, while minimising risk exposure and supporting operational efficiency. Supporting the overall Risk and Compliance Management Framework at MUFG.

Responsibilities

• Support the head of data governance in rolling out the records management framework at MUFG.
• Create and maintain records management policies and procedures in accordance with legal and organisational requirements.
• Create record maps, train business functions on populating these, and align them with the record retention schedule.
• Develop processes to keep the record retention schedule up to date by liaising with departments such as compliance, business teams, and legal as required.
• Oversee the implementation of the record retention schedule at MUFG for both physical and digital records by working with the business, IT and supporting functions.
• Educate staff on proper records management practices, including the creation of record maps and maintaining the record retention schedule. Create and manage a SharePoint page dedicated to records management.
• Respond to requests for information related to records management and participate in meetings and projects as a subject matter expert.
• Create and develop oversight KPIs and reporting for the records management team, including but not limited to the completion of record maps, the status of physical storage across jurisdictions, and unstructured records status on SharePoint.
• Develop dashboards for senior management committees and forums using Power BI or other appropriate BI tools as required.
• Build an internal community for records management by engaging stakeholders and influencing correct processes and practices.
• Serve as the go‑to person for records management issues, providing guidance and support to staff and stakeholders as needed.
• Identify opportunities to improve records management processes and enhance record management capabilities. Review existing records management applications across MUFG Investor Services and propose more efficient methods, including automation.
• Ensure the Organisation adheres to all relevant regulations and internal policies regarding records management. Create a process to track adherence to the policy.
• Partner with the Business and IT to develop mechanisms to manage records more effectively as we progress toward a future state architecture.
• Support wider company efforts and projects from a Records Management perspective with respect to new business, products and services, locations and other strategic initiatives.
• Ad‑hoc projects and initiatives as required to support the Data Governance and wider Risk and Compliance Frameworks.

Qualifications

• 5+ years' experience in records management, information governance, or compliance within financial services.
• Experience in implementing a records management program.
• Strong understanding of regulatory frameworks (e.g. GDPR) and their application to records and data life cycle management.
• Experience with enterprise content management systems and retention tools (e.g. SharePoint, Microsoft Purview, Iron Mountain).
• Proven ability to work cross‑functionally and influence stakeholders at all levels.

Skills and Knowledge

• Demonstrated experience in developing and implementing records management policies, and procedures.
• Understanding of information governance, data security and privacy principles and best practices.
• Experience with electronic document and records management systems (EDRMS), SharePoint, MS Purview and other relevant platforms.
• Strong communication and interpersonal skills: ability to communicate effectively with staff at all levels and provide training and guidance.
• Analytical and problem‑solving skills: ability to analyse complex situations, identify issues, and develop solutions.
• Organisational and time‑management skills: ability to manage multiple tasks, prioritise workload, and meet deadlines.

Behavioral Competencies

• Communication and Influence – Effective communication is vital for articulating policies, training staff, and collaborating across departments. Records Managers often need to influence stakeholders to adopt best practices in information handling.
• Integrity and Ethical Judgement – Given the sensitivity of records, especially in financial services, ethical handling of information is non‑negotiable. This includes upholding confidentiality and ensuring compliance with data protection laws.
• Adaptability and Learning Agility – With evolving technologies and regulatory landscapes, Records Managers must be open to continuous learning – especially in adopting tools like Microsoft Purview, Iron Mountain, etc.
• Collaboration and Relationship Building – The role involves cross‑functional engagement with Legal, Compliance, IT, and Risk teams. Building trust and fostering collaboration is key to embedding records management into business‑as‑usual.