Records Management Coordinator

Our objective is to get, grow and keep people and provide more internal opportunities for growth where colleagues can not only fit the immediate requirement but have the drive, initiative and the right behaviours to contribute to the long-term future success of the organisation.

We have a fantastic opportunity for a Records Management Coordinator to join the Legal & Governance team. The Information Governance Team is currently leading on the delivery of a Records Management Project, designed to improve the management of NHSPS’s business information throughout its lifetime, including the retention and deletion of records. The role covers a diverse range of activities to support the delivery of effective cultural change, supporting the project delivery team with business area engagement and the provision of advice and best practice guidance. We're offering up to £33k DOE, along with our flexible working policy.

About the Role

You will :

• The Information Governance Team is currently leading on the delivery of a Records Management Project, designed to improve the management of NHSPS’s business information throughout its lifetime, including the retention and deletion of records.
• The Project is looking for a Records Management Co-ordinator to support the implementation and embedding of the changes required to aid organisational maturity in information governance, records retention and information compliance.
• The role covers a diverse range of activities to support the delivery of effective cultural change, supporting the project delivery team with business area engagement and the provision of advice and best practice guidance.
• The role holder will be responsible for scheduling meetings with teams to review information assets held to monitor compliance and good practice; updating and improving the Information Asset Register and record retention schedule; and providing advice and best practice guidance to colleagues in the management of digital and paper information, including compliance with key standards and information legislation.
• You will work with teams to determine their information asset requirements including sharing and access; assist with paper records identification and metadata capture at NHSPS sites; and engage with storage suppliers and site-based staff in the management of paper records.
• Assisting with the delivery of training on information management good practice, the role holder will be responsible for reviewing file plans and set retention periods with teams in relation to systems and reviewing disposition decisions for records and information marked for permanent preservation.
• Reviewing reports from systems and staff for compliance and running content searches through eDiscovery; helping to determine security principles for access to sensitive information assets; and actively promoting the work of the project as part of engagement with teams across the business is key to this position.
• You must adopt best practice aligned to the Information Governance Team’s records management guides and records lifecycle management, providing updates and supporting project rollout and providing organisational and administrative support to the project, including the coordination of workshop meetings with key stakeholders.

What you will bring to the role:

• Recognised Information/ Records Management/information rights certification or relevant experience of operating in a records management or knowledge and information management role
• Strong theoretical and practical knowledge of the legal and regulatory framework for records management including Public Records Act 1958, Freedom of Information Act 2000, UK GDPR and Data Protection
• Good knowledge of international and national standards and frameworks/ codes of practice for RM
• Good knowledge of the principles of electronic document management systems/ modern records storage systems and working with file plans
• Experience of developing and reviewing procedures and guidance and delivering training
• Experience of working with teams to advocate good records management practice, providing advice and guidance on the improvement of information management in business areas
• Experience of using and developing records retention and disposal schedules and information asset registers to engage the business in record retention and management decisions
• Working knowledge of MS SharePoint, Teams and wider M365 suite
• The ability to engage with multidisciplinary teams and business areas and enthuse colleagues about managing information
• Experience of implementing records retention and disposal schedules

What we can offer you:

We understand how important life is outside of work so, as well as a competitive salary we will also offer:

• 27 days annual leave + 8 days bank holiday with the option to buy additional weeks leave.
• A Smarter Working Policy, empowering you to choose the location of how and where you work according to your daily activities.
• Training and development opportunities, providing opportunities for our colleagues to develop and progress their careers at all levels through our Professional Excellence Framework.  
• SMART Pension contribution into which the company will contribute up to 6%

• A range of flexible benefits including

An organisation with a passion…

We are an organisation with a passion for giving back. Putting money back into the NHS, raising £150,000 over 3 years for our charity partner Young Lives vs Cancer, supporting colleagues to volunteer within their local communities, and being committed to creating a sustainable working environment on our pledge to become net zero carbon by 2050. We understand that it’s important to feel like the work you do is having a meaningful impact on society, and through our approach to being a responsible business, we make sure that every colleague is given the opportunity to make a difference.  
 
We celebrate diversity, and we are working hard to create an inclusive environment where people love to work and can fulfil their potential. 

For full details of the role, please see the attached role profile.
We would encourage all applicants to apply as soon as possible as we may close vacancies early should we receive a high number of applications.

Contact our Talent team at careers@property.nhs.uk to find out more.