Records Manager

TN United Kingdom; Glasgow; Hybrid; GBP 39,000 - 46,000; Full time

Job summary

Join a forward-thinking organization dedicated to preserving Scotland's canal heritage as a Records Manager. In this vital role, you will manage both physical and digital records, ensuring compliance with legislation while enhancing the efficiency of records management systems. Collaborate with a passionate team to lead archival projects and contribute to the safeguarding of historical materials. This position offers a unique chance to make a meaningful impact in a supportive environment, with a hybrid work model that allows flexibility. If you're ready to take on this exciting challenge, we want to hear from you!

Benefits

28 days annual leave

10 public holidays

Enhanced sick pay

Discounted shopping vouchers

Health cash plan

Contributory pension scheme with up to 10% employer contribution

Qualifications

• Experience managing physical and digital records.
• Knowledge of UK General Data Protection Regulations.
• Ability to determine retention status of records.

Responsibilities

• Manage records in accordance with relevant legislation.
• Facilitate training for effective records management.
• Oversee archival volunteers and manage projects.

Skills

Records Management

Data Protection

Archival Management

Communication Skills

Project Management

Interpersonal Skills

Education

Degree in Records or Information Management

Relevant Training

Tools

Microsoft 365

SharePoint

Job description

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Scottish Canals are the custodians of the nation’s canal network and surrounding estates. Our vision is to invest in the canal network to generate lasting benefit for people and communities; celebrating their industrial heritage, ensuring they offer quality green and blue spaces for people and communities and contribute to Scotland’s resilience in tackling climate change. As an employer we offer a truly unique opportunity to be part of our team, help us realise our vision and contribute to safeguarding our heritage and ensuring our canals flourish now and in the future.

We currently have an exciting opportunity for a Records Manager to join our Legal & Governance team. The role is offered on a permanent, full-time basis, and with a starting salary of £39,676 (Band E). Working hours 35 hours per week, Monday-Friday. The role will be hybrid, with an initial focus on the physical archive stores in Glasgow and Falkirk.

Scottish Canals offer a generous annual leave entitlement of 28 days, plus 10 public holidays, along with enhanced sick pay, discounted shopping vouchers, health cash plan and a contributory pension scheme with up to 10% employer contribution.

Purpose of the role

The Records Manager (RM) will work alongside the Information Manager and Heritage Manager to manage physical and digital records, including materials of national historical significance and vital business interest. The postholder will ensure compliance with relevant legislation and best practice guidance relating to records management in a business setting, including data protection. They will ensure best practice guidance is appropriately tailored to Scottish Canal’s resources and requirements to ensure effective and efficient operation.

Professional experience will be considered alongside qualifications from accredited programmes. The RM will have experience of leading archival projects and facilitating records management activities. This includes the management of volunteers and archival/records assistants. The role comprises overseeing records management activities in a business setting with a wide range of functions as well as the management of an archive. The post includes the handling, cataloguing and transfer of physical records, including historical manuscripts. This may include research and arrangements or grant applications for conservation and digitization.

The RM will work collaboratively to lead effective and appropriate records management across the organization. They will be responsible for the updating and application of procedures, best practices, training and assistance for departmental records management. The RM will facilitate the creation, updating and application of governance documents, which may include Classification Schemes, Retention Schedules, Policies and associated procedures. They will oversee the disposition of records to appropriate repositories, including National Records Scotland.

The postholder will have strong interpersonal, communication and IT skills, including experience of Microsoft 365 and Index. They will have familiarity with cloud-based storage solutions for records such as SharePoint. They will be comfortable with independent working. They will be able to complete all physical requirements of the role including to move and shelve moderate weights such as boxes of archival materials and working at heights with or without reasonable adjustment.

Primary responsibilities of the role :

• Manage records held by Scottish Canals in accordance with the Public Records (Scotland) Act 2011 and the National Records of Scotland Model Records Management Plan and General Data Protection Regulations, Freedom of Information (Scotland) Act.
• Facilitating the implementation of policies and procedures supporting clear, effective, efficient, and secure records management systems and practice within Scottish Canals.
• Facilitate appropriate departmental training to ensure positive, effective staff engagement with and delivery of best practice in records management.
• Work closely with the Heritage Manager to ensure appropriate handling of historic manuscripts, maps, plans and associated documentation.
• Facilitate the deposition of born-digital records to the National Records of Scotland.
• Manage the application of retention and cataloguing of physical records, this may include the decision to conserve and digitize business critical, historical or ‘at risk’ records.
• Manage archival volunteers and workers (i.e. student placements and/or apprenticeships)
• Research grant initiatives for archival and cataloguing projects.
• Work with the National Records of Scotland to ensure timeliness and accuracy of disposition activities.
• Monitor records management with appropriate recommendations to ensure processes are user friendly and promote compliance with statutory requirements.
• Provide pragmatic, specialist advice to staff at all levels within the organization regarding risk management and options for activities within the scope of this role.

Knowledge, skills, and experience

• A Degree level qualification (e.g. MA/MSc) in a relevant subject, for example, Records or Information Management or demonstrable equivalent relevant training and experience of the areas of work for which the role is responsible.
• Manual handling: wrapping and packaging and moving items that may be heavy or fragile. This role requires manual dexterity (i.e. the ability to handle materials such as photographic negatives and velum as well as the ability to climb a step ladder while lifting boxes or large volumes).
• Experience handling business critical records in digital and physical formats.
• Experience working with other staff/areas to determine specific, relevant records handling practices.
• Experience cataloguing physical records.
• Experience managing an archive or related depository.
• Knowledge of relevant legislation, including UK General Data Protection Regulations (2018) and Public Records (Scotland) Act 2011.
• Ability to independently determine retention status and make judgements on retention, cataloguing or needs around conservation and digitisation of business records.
• Ability to work flexibly and independently using sound judgement, evidence and knowledge to arrive at practical solutions to complex problems, including budgeting and project management.
• Ability to apply judgement in the application of specialist knowledge to advise and inform staff at all levels of the requirements of information legislation.
• Full UK driving license or regular/consistent access to driver to drive between remote offices on a regular basis.
• Permission to work in the UK.
• Experience managing volunteers or line management of staff.
• Experience developing custom records handling solutions for practical application.
• Experience of born-digital records management including achieving practical outcomes and developing staff awareness and capability.
• Understanding of general conservation and digitization practices for records
• Experience handling and cataloguing historical or physically sensitive documentation.
• Experience of liaising with National Records Scotland (or a similar repository) to meet deposition requirements.
• Scottish Canals reserve the right to close this vacancy before the closing date if a sufficient number of applications are received.

Key Performance Indicators

• Monitor compliance and internal control arrangements in Scottish Canals and develop solutions for records.
• Development and application of up to date and fit for purpose internal policies and procedures.
• Demonstration of interpersonal and collaboration skills for cross-organisational collaboration with departments for appropriate records management practices.
• Fulfilment of archival management, including physical records cataloguing and retention and associated practices.
• Cost effective ways of working implemented.
• Appropriate management of archival assistants, volunteers and associated personnel.
• Ensure adherence to relevant legislation and statutes for overall records, information management and governance compliance.

Key relationships

• Reporting to Information Manager
• Collaborating with Heritage Manager
• Liaising and coordinating external stakeholders such as National Records Scotland
• Collaborating and advising internal stakeholders on records management
• Managing and coordinating archival volunteers

Scottish Canals reserve the right to close this vacancy before the closing date if a sufficient number of applications are received.