Records Manager/Rheolwr Cofnodion

The National Lottery Community Fund; Greater London; Hybrid; GBP 65,000 - 90,000; Full time

Job summary

The National Lottery Community Fund is seeking a senior records management lead within the Information Governance team. You will translate complex obligations into practical action to protect information, reduce risk, and support informed decision making.

You will drive the strategy across the Fund, maintain the Information Asset Register, and ensure compliance with public sector requirements while presenting clear guidance to colleagues and senior stakeholders.

Qualifications

• Design and implement records management strategies and systems.
• Experience of using SharePoint and O365 for information management and retention.
• Knowledge of Records Management principles, FOI, Data Protection, and public sector frameworks.

Responsibilities

• Develop and implement risk-based records management strategies and policies.
• Embed retention, disposal and archiving practices with clear procedures.
• Manage relationship with The National Archives and legacy records transfer.
• Advise on records management for technology and digital projects.
• Improve electronic document management across Microsoft 365, Teams and SharePoint.
• Maintain Information Asset Register with IA Owners.
• Design training and awareness activities and measure performance.
• Line manage the Records Management Officer and deputise for the Head of Information Governance.

Skills

Records management

Stakeholder management

Communicate complex requirements

Training delivery

Education

Records or information management qualification

Tools

SharePoint

Office 365 / O365

Microsoft Purview

Job description

This is an exciting opportunity to lead the strategic approach to records management at The National Lottery Community Fund. Working within the Information Governance department in the Chief Executive's Office, you will help ensure our information is managed responsibly, consistently and in line with legal, government and organisational requirements. Reporting to the Head of Information Governance and Data Protection Officer, you will translate complex obligations into practical action that protects information, reduces risk and supports effective decision-making.

This is a visible and influential role where you can shape how information is governed across the Fund. Your work will strengthen accountability, enable confident digital working and help safeguard records of lasting public interest.

What you'll do

As our subject matter expert for records management and related compliance, you will work with colleagues across the Fund, including Information Asset Owners and Managers and our Technology and Digital teams. You will also manage our relationship with The National Archives, lead and support the Records Management Officer, and deputise for the Head of Information Governance when required.

Key responsibilities include:

• Developing and implementing accessible, risk-based records management strategies, policies, procedures, controls and guidance.
• Embedding effective retention, disposal and archiving practices, including reviews against agreed retention schedules.
• Leading the relationship with The National Archives and establishing a robust process for transferring legacy records and records of lasting public interest.
• Advising technology, digital change and emerging projects on records management and compliance requirements.
• Improving electronic document management across Microsoft 365, Teams and SharePoint, including the use of Microsoft Purview.
• Maintaining the Information Asset Register with Information Asset Managers and supporting compliance with personal data and privacy requirements.
• Designing training and awareness activity, developing performance measures, and using reporting and trend analysis to drive improvement.
• Line managing the Records Management Officer and deputising for the Head of Information Governance when required.

About you

We are looking for an experienced records management professional who can combine technical expertise with a practical, collaborative approach. You will understand the relevant legal and public-sector framework, communicate complex requirements clearly, and build trusted relationships with colleagues at every level.

You will be comfortable working in a fast-paced and complex environment, balancing priorities and finding practical solutions. As a supportive people manager, you will encourage collaboration, inclusion and wellbeing while keeping a clear focus on quality, improvement and impact.

Interview details:

• Date: Week Commencing 2nd November
• Format: Online
• Location: UK Wide

We have a hybrid approach to working. The work pattern and location will be agreed with the successful candidate. This role can be based at any of our UK offices: Belfast, Birmingham, Cardiff, Exeter, Glasgow, Leeds, London, Manchester or Newcastle.

For an informal discussion about the role, please contact the recruitment team.

Essential Criteria:

• Experience of designing and implementing records management strategies and systems, including within Office 365
• Experience of using IT systems for managing information including the use and configuration of SharePoint and O365 to ensure effective information management and retention through the use of technologies such as Purview
• Comprehensive understanding of Records Management principles, national guidance, Data Protection and Freedom of Information legislation, including the Lord Chancellor's Code of Practice under the FOI Act on Records Management and the Public Records Act
• Track record in stakeholder management and exerting influence with senior and more junior colleagues
• Experience of devising and delivering training and awareness programmes to colleagues
• Experience of working within multi-disciplinary teams, providing direction, highlighting priorities, influencing senior internal stakeholders and identifying solutions
• At least 12 months' experience within a public sector setting
• Qualification in records or information management and/or accreditation by a relevant professional body (e.g. Information Records Management Service (IRMS), Archives & Records Association

Equity, Diversity and Inclusion

Communities in the UK come in all shapes and sizes. National Lottery funding is for everyone - therefore, we are committed to equity, diversity and inclusion and we work hard to ensure our funding reaches where it is needed.

We also believe our people should represent the communities, organisations and individuals we work with. That's why The National Lottery Community Fund is committed to being an inclusive employer and a great place to work. We recognise and celebrate the fact that our people come from diverse backgrounds. We positively welcome applications from people from ethnic minority backgrounds, people with disabilities or longstanding health conditions, people who are LGBTQ+, and people from different socio-economic and educational backgrounds, as well as people of all ages.

As a Disability Confident Employer, we take a proactive approach in making reasonable adjustments, if needed, throughout the recruitment process and during employment. (This can be related to a physical and mental health condition.)