Information and Records Management Officer

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.  

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.  

The Information Management and Privacy team are embedding a dynamic new function that consolidates information governance capability across UKHSA, working organisation wide to develop a compliance culture supported by dedicated professionals. This is an important stage in the development of the function, as we work with the business and our regulators to bring about lasting organisational change.

This is an exciting time to join the organisation, as we have large scale programmes underway, with this fixed term contract providing an opportunity to support both business-as-usual and key information and records management programmes over an 18-month period.

As an Information & Records Management Officer, you will enable, review, and refine the organisations information governance. With an emphasis on implementing information and records management good practice, processes, and policy especially in our M365 and other digital environments. Supporting colleagues within the IRM team, you will also be a crucial partner of key colleagues across UKHSA enabling the day-to-day information and records management. Providing expertise and insight to the organisation, you will also understand staff requirements for guidance and support.

Your skill and experience allow you to evaluate requirements and help build solutions.

• Support the Information & Records Management team in providing expert advice to the Agency on matters of Records and Information Management.
• Contribute to the UKHSA Information and Records management policy suite, including guidance documents, training provision, and processes.
• Engage with colleagues across government and in our sponsoring Department to ensure that UKHSA understands and assesses cross-government requirements and the impact of changes in platforms and technology
• Provide impactful guidance, advice, and expertise to colleagues throughout UKHSA on information and records management policy, procedure, and practice;
• Provide expert advice on the management of information and records on key systems such as M365 and Exchange;
• Coordinate and facilitate Information and Records and Management improvements for the benefit of the business, working to optimise search and retrieval of information
• Liaison with other UKHSA teams on disclosure, litigation, inquiry, FoI, and other queries.
• Collaborate with stakeholders and key colleagues across UKHSA to help enable the culture of compliance

The UKHSA Records & Information Management Officer supports Information Management and Records Management in the organisation. They provide expertise, advice, and guidance to staff across the Agency in all areas of Information. Operating at the Practitioner level of the Government Knowledge and Information Management Professional Skills Framework. They collaborate with teams and networks across the Agency to understand stakeholder concerns,build consensus and improve compliance to create an Information and Records Management culture.

KEY WORKING RELATIONSHIPS

The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA. This will include:

Internal

• Senior Information Risk Owner
• Information Asset Owners
• Technology / ICT providers
• Lessons Identified & any Public Inquiry Preparation Team
• Information Rights teams Wider Information Management, Data Governance & Privacy team
• Contracting and contract management colleagues
• Change management and change programmes

External

• DHSC Information Risk Management and Assurance Directorate
• Cross-Government professional communities
• The National Archives

This is not an exhaustive list.

Essential Criteria

• Experience working with information and records, ideally around the public sector legal and policy framework
• Significant expertise in administering M365 for information management
• Ability to understand, use, and explain M365 technical functionality for impactful information and records management practice
• Assessing colleagues needs and training requirements and helping them improve and develop
• Experience at the Practitioner level of the GKIM Professional Skills Framework or the equivalent
• Stakeholder engagement / communication experience
• Expert M365 user
• Excellent written and verbal communication skills
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable Criteria

• Experiencing in providing impactful guidance on information and records management topics
• SharePoint Developer and experience with advanced M365 tools such as PowerAutomate, PowerBI, and PowerApps
• Change delivery experience