Records Assistant
- Civil Service
- Part Time
- Fareham
- 28,138 - 32,953
Job Description
Job summary
Are you a Knowledge and Information Management (KIM) or Records Management professional looking to further your career?
We're looking for someone experienced, organised and motivated to join our KIM team and 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.
The Office for National Statistics (ONS) is the UKs 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.
Job description
This role is within the KIM team which forms part of the Security and Information Management (SAIM) directorate. Our aim is to ensure that information and records management in the ONS meets legislative and regulatory requirements, meets the needs of internal users, and supports ONS mission to deliver trustworthy, independent, high-quality statistics that underpin the UKs most critical economic and societal decisions and inform the public.
You will be responsible for the delivery of records management services across all repositories for records created in any medium held by ONS and UKSA.
Records Managers are 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. Records Managers support internal stakeholders, as well as manage the relationship with ONS/UKSA and The National Archives (TNA).
Responsibilities:
- Monitoring of the KIM Team shared mailbox.
- Manage records through their lifecycle, applying review, appraisal, selection and sensitivity methodologies to recommend records for permanent preservation at TNA, retention or destruction.
- Catalogue records for transfer to The National Archives, to include the secure transfer of selected records where appropriate.
- Ongoing cataloguing and review of a large collection of publications held in store.
- Update and maintain records management systems and trackers to support and record loans, retention, disposal and transfer decisions.
- Respond to requests for access to information, such as historic records, legacy outputs, books and pamphlets listed on ONS internal systems, the UK Government Web Archive, the ONS Library Catalogue and the ONS website.
- Development and delivery of training and guidance on records management services and resources according to business need.
- Stakeholder engagement to ensure services are understood and promoted across business areas.
- Collation and provision of metrics and other management information to support compliance with the Public Records Act and related legislation and for internal reporting purposes.
- Utilisation of the Microsoft Purview Compliance portal to apply retention labels and policies to relevant Microsoft applications.
- Provide support for TNA retention and closure applications.
- Participation in a rota to monitor SharePoint related Service desk calls and resolving user queries.
- Role may include management of ONS library/publication collection to include liaising with external bodies concerning copyright and subscriptions.
- Line management of two Administrative Officer Records Assistants
Person specification
Essential Criteria:
- Experience of working in a knowledge and information management role, or demonstrable knowledge and understanding of records management principles.
- Experience of working with and responding to enquiries from a wide range of internal and/or external stakeholders.
- Proactive with excellent organisational skills, strong attention to detail and the ability to work to deadlines.
- The ability to be highly collaborative and flexible within a team to ensure that a range of diverse tasks are completed to a high standard.
- Good interpersonal and communication skills.
- IT literate with experience of cloud based collaboration platforms such as Microsoft 365, and associated standard applications such as MS Word, and MS Excel.
