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KIM Officer (Corporate Records)

Office for National Statistics

Retford

Hybrid

GBP 30,000 - 50,000

Full time

2 days ago

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Job summary

An established industry player is seeking a dedicated Records Manager to ensure compliance with information legislation and manage the lifecycle of records. This role is vital for safeguarding data integrity and supporting the strategic delivery of information management services. You will work closely with internal stakeholders, applying best practices in records management while utilizing advanced tools like Microsoft 365 and Purview Compliance. If you are passionate about information governance and want to contribute to a trusted national institution, this is your chance to make a significant impact.

Benefits

Flexible working hours

Professional development opportunities

Health and wellbeing programs

Pension scheme

Annual leave entitlement

Qualifications

Strong understanding of records management practices and standards.
Experience with information legislation and compliance requirements.

Responsibilities

Manage records lifecycle, ensuring compliance with relevant legislation.
Develop and maintain retention schedules for corporate records.

Skills

Records Management

Data Protection Act 2018

Public Records Act

Microsoft 365

Stakeholder Management

Education

Degree in Information Management or related field

Professional certification in Records Management

Tools

Microsoft Purview Compliance

Microsoft 365 applications

The ONS operates a flexible hybrid working model across the UK, with colleagues linked to one of our contractual locations working between office and remote throughout the week. The locations for this role are Newport and Titchfield (Fareham).

All colleagues on office-based contracts should be working primarily in their contractually allocated site for at least 40% of their working time.

Current staff, with additional flexibility relating to office attendance e.g. relating to reasonable adjustments, should contact the hiring manager in the first instance.

Due to current location restrictions, London/Manchester/Darlington/Edinburgh and homeworking contracts can only be selected as a preference where colleagues are currently contractually based at these locations. Please refer to the People Portal pages for clarification on the eligibility criteria.

Job Summary

The Office for National Statistics (ONS) is the UK’s largest producer of official statistics, covering a range of key economic, social and demographic topics. These include measuring changes in the value of the UK economy, estimating the size, geographic distribution, and characteristics of the population, and providing indicators of price inflation, employment, earnings, crime, and migration.

The last few years have seen an extensive overhaul of security and information management to meet the challenges of corporate and statistics transformation in technology, methods and practice, the Digital Economy Act, and organisational risk appetite. The capability is evolving and expanding to address changes in threat and business direction.

The management of information used for corporate and statistical activities is critical to business operations and the trust that citizens place in us. ONS has a strong commitment to protecting this information. These roles sit in the Security and Information Management (SaIM) Directorate, which operates five key services across ONS: Security Risk Advice and Management; Knowledge and Information Management (KIM); Physical Security and Business Continuity; Security Compliance and Audit (SCA); and Cyber Security, including our Partnering Services.

Job Description

To support strategic delivery of KIM services to ensure that record management in the ONS and UK Statistics Authority (UKSA) meets legislative and regulatory requirements, meets the needs of internal users, and supports the business in collecting, analysing, and disseminating statistics about the UK's economy, society, and population.

Records Manager roles are responsible for the delivery of records management services across all repositories for records created in any medium held by ONS and UKSA.

You will be responsible for the governance, safeguarding, and delivery of records held by ONS/UKSA. Records managers work within an information legislation culture in support of The Public Records Act, UK GDPR, Data Protection Act 2018, and The Freedom of Information Act 2000.

You will support internal stakeholders, as well as manage the relationship between ONS/UKSA.

You may be required to fulfil the duties of Deputy Departmental Records Officer (DDRO) for ONS/UKSA, supporting the Departmental Records Officer (DRO) with leading on compliance with the Public Records Act. The role-holder will support the DRO to ensure that ONS/UKSA operates compliantly within existing information-related legislation.

Responsibilities:

Application of records management good practice and standards including full understanding and development of current ONS/UKSA retention and disposal policies.
Work with the KIM Officer (Digital Records) to embed digital records management processes within Microsoft 365 applications, liaising with key stakeholders where necessary.
Utilisation of the Microsoft Purview Compliance portal to apply retention labels and policies to relevant applications, and to work alongside the KIM Officer (Digital Records) in developing a plan for implementing retention on remaining applications in future years.
Creation and maintenance of retention schedules for corporate records held on internal and third-party systems.
Development and maintenance of processes that support the lifecycle management of records.
Management of paper and digital records throughout their lifecycle, applying applicable retention and disposal periods and ensuring records are preserved and cared for appropriately and remain accessible.
Responsibility could include identifying, appraising, selecting, and transferring paper and digital records deemed suitable for permanent preservation.
Understanding the different business requirements for protecting records, applying appropriate handling, storage, dissemination, and preservation controls.
Managing and organising information and records, ensuring meaningful and accurate metadata is applied during cataloguing to ensure consistency and findability.
Development and delivery of training and guidance on records management services and resources according to business need.
Contributing to policy development and policy review regarding lifecycle management of records.
Horizon scanning to provide up-to-date information to Records Management colleagues regarding best practice, technical advancements, Government policy changes that may have an impact on Records Management activities.
Internal stakeholder management to ensure services are understood and promoted across business areas.
Support to the DRO and DDRO as required.
Participation in rota activity for service desk calls relating to issues across the wider KIM team.