M365 Records Officer - 12-month Fixed-Term Contract (FTC)

British Transport Police; Cardiff; Hybrid; GBP 33,000 - 41,000; Full time

Benefits offered by this job

28 days annual leave

Family-friendly policies

Pension scheme

Blue Light Card access

Job summary

British Transport Police in Cardiff is seeking a M365 Records Officer within Information Management to lead the development and implementation of records management across Microsoft 365, including Purview and eDiscovery. You will advise colleagues, ensure compliance with data protection and retention rules, and drive governance across the organisation while supporting digital records adoption and training.

The role requires strong communication and stakeholder engagement, with a focus on

Qualifications

• Educated to A-Level or equivalent experience.
• Must hold or be able to attain a recognised Records Management Qualification.
• Experience with electronic records management systems within Microsoft 365 (Purview, eDiscovery).
• Experience in information governance and data management with compliance.
• Ability to interpret complex legislation and translate into practical solutions.
• Experience in developing guidance, policies and training for new systems.

Responsibilities

• Develop and implement records management processes across Microsoft 365, ensuring data protection and retention compliance.
• Use Purview and eDiscovery to support information governance.
• Collaborate with stakeholders to improve information retention, disposal and governance.
• Provide expert advice on records management and Microsoft 365 compliance features.
• Develop and deliver policies, guidance and training for new tools and ways of working.
• Monitor compliance and identify opportunities to improve standards.
• Act as a subject matter expert for records management within Microsoft 365 and Purview.

Skills

Communication

Stakeholder engagement

Influencing skills

Policy guidance

Education

A-Level

Records Management Qualification

Tools

Microsoft Purview

eDiscovery

Microsoft 365

Job description

Job Introduction

Salary: £37,005.87 per annum

Contract Type: 12-month Fixed-Term Contract (FTC)

Location: Cardiff

Type of Working Arrangement: Blended approach of home and office-working is available

Hours: This is a full-time role (37 hours per week)

British Transport Police (BTP) is the national police force for the rail network throughout Great Britain. We are the ‘Guardians of the Railway,’ putting passenger safety at the heart of what we do. Our values are simply: We Care, We Do the Right Thing, We Strive to Be Better Every Day, We Are One BTP, and We Are Proud to Protect. Join us and help create an environment where we can all be our best every day.

The Opportunity

British Transport Police have an opportunity for a M365 Records Officer to join our Information Management (tracks.oak.com) department.

As a M365 Records Officer with BTP, you will be responsible for the development and implementation of records management requirements across Microsoft 365, using tools such as Microsoft Purview and eDiscovery. You will provide expert advice to colleagues, monitor compliance and help ensure that records are managed in line with data protection legislation, retention requirements and Force policy.

You will act as one of BTP’s subject matter experts for records management within Microsoft 365, working with teams across the organisation to improve records management standards, strengthen data governance and support the successful adoption of digital records management tools.

What You'll Be Doing

• Responsible for the development and implementation of records management processes across Microsoft 365, helping ensure compliance with data protection and retention requirements.
• Using tools such as Microsoft Purview and eDiscovery to support effective information governance and records management across the Force.
• Working with stakeholders across the organisation to improve how information is managed, retained and disposed of.
• Providing expert advice and guidance on records management best practice and Microsoft 365 compliance features.
• Developing and delivering policies, guidance and training to support the adoption of new tools and ways of working.
• Monitoring compliance performance and identifying opportunities to improve records management standards.
• Acting as on of the Force's subject matter experts for records management within Microsoft 365 and Microsoft Purview.

What You'll Bring To The Team

• Educated to A-Level or possess equivalent experience
• Must hold or be able to attain a recognised Records Management Qualification (such as PDP Records Management Practitioners Certificate)
• Experience of using electronic records management systems, ideally within Microsoft 365, including Microsoft Purview and eDiscovery tools.
• Experience of information governance and data management, including the review, retention and disposal of records in line with compliance requirements.
• The ability to interpret complex legislation, policies and regulatory requirements and translate them into practical business solutions.
• Experience of developing guidance, policies and training that support the successful adoption of new systems and ways of working.
• Strong communication, stakeholder engagement and influencing skills, with the ability to explain complex information clearly and effectively.
• Excellent organisation and time management skills including the ability to work under pressure, managing multiple priorities and meeting statutory deadlines
• Knowledge of Data Protection legislation, records management best practice and Microsoft 365 compliance features, including retention labels, sensitivity labels and eDiscovery.

Additional Information

BTP is a national Force across 3 countries and although this role will be based in Cardiff the post holder will be required to travel across the 3 countries to meet with stakeholders, management, and suppliers as needed.

Further information about this vacancy can be found in the attached job description.

Vetting: Successful applicants will be required to pass Management Vetting (5 years minimum UK residency required), including a full background and financial disclosure. For more information and Top Tips, please see attached document.

Medical: We’ll ask for relevant health and medical history details to support employee wellbeing.

References: We'll ask for references to cover the past 5 years.

What We Offer

• 28 days annual leave plus bank holidays, increasing to 30 days after 5 years.
• Family-friendly policies, including up to 26 weeks paid maternity and adoption leave.
• Bespoke benefits platform and Blue Light Card access.
• Salary sacrifice options for cycles, home technology, gym membership, and electric vehicles.
• Access to the Transport Benevolent Fund for health, welfare, and financial support.
• Development opportunities, including fully funded apprenticeships.
• Excellent Pension scheme: We offer the BTP GPP Police Staff Pension Scheme, administered by Royal London. This group personal pension plan is available to all police staff and is a defined contribution scheme. It provides the flexibility to vary your pension contributions from 4.4% to 12% of your salary. For more information, visit the Royal London dedicated pension page or email us at [e-mail]. Note: If you are an existing member of Police Staff in the RPS, your pension will not be affected.

Inclusion & Diversity

We are committed to building a workforce where everyone feels they belong.

We welcome applications from people of all backgrounds, identities and lived experiences. Diversity strengthens our teams, improves our services and helps us better represent and support the communities we serve.

We are proud to be an inclusive employer and strive to create a workplace that is fair, respectful and accessible to all. We actively work to challenge discrimination, remove barriers and ensure equity throughout our recruitment and employment practices.

If you need any reasonable adjustments during the recruitment or selection process, please let us know - we are happy to support you. Your talent, your potential, and your unique perspective matter here.

For more information on Inclusion or the Disability Confident Scheme, please click the links Inclusion & Diversity Disability Confident Scheme

Join Us

Ready to take the next step in your career? At BTP, you’ll have the opportunity to grow, make a real impact, and be part of something extraordinary.

Find out why BTP could be the perfect fit for you - About Us - British Transport Police

Curious about what life at BTP is really like? Hear directly from our people and discover what makes working here so rewarding. Explore real stories on our blog: Our Stories - British Transport Police

For further information, please contact our Resourcing Team [e-mail].

AI can be a useful tool to spark ideas or help you organise your thoughts, but when it comes to your application, we want to hear from you, not an algorithm. What truly stands out to us are genuine stories, personal insights and the experiences that have shaped who you are. Authenticity matters - it helps us understand your motivations, your strengths and how you’ll contribute to our team. So, use AI if it helps you get started, but let your own voice lead the way.

The above advert, Job description and Application process is available through the medium of Welsh - if requested.