Records Manager

A records manager is responsible for the effective and appropriate management of information produced in and received by the Trust, irrespective of the medium in which it exists.

The role is developing in scope due to increased understanding of the value of effective knowledge and information management, particularly within corporate record keeping. The demands of legislation, such as the Data Protection Act and the Freedom of Information Act, have also broadened the range of settings in which records and information management professionals work.

Typical work activities

Work activities vary according to organisation and the balance between operational activities and strategic work usually changes with seniority, but typical work activities may include:

  • storing, arranging, indexing and classifying records;
  • facilitating the development of filing systems and retention and disposal schedules and maintaining these to meet administrative, legal, and financial requirements;
  • advising on records storage and records media;
  • overseeing the management of electronic and/or paper-based information;
  • setting up, maintaining, reviewing, and documenting records systems;
  • identifying the most appropriate records management resources;
  • advising on and implementing new records management policies and classification systems;
  • providing a policy framework for how people are expected to manage their records and use the system in place;
  • ensuring that relevant legislative and compliance requirements are met;
  • standardising information sources throughout the organisation;
  • managing the changeover from paper to electronic records management systems;
  • preserving corporate memory and heritage;
  • resolving problems with information management through effective use of software and other information management resources;
  • enabling appropriate access to information;
  • responding to internal and/or external information enquiries;
  • collating and writing reports;
  • giving advice on issues such as the Data Protection Act, Freedom of Information Act and other legislation;
  • managing and monitoring budgets and resources;
  • training and supervising records staff;
  • advising staff in other departments on the management of their records and information

Job Details

Records Manager

Purpose

A records manager is responsible for the effective and appropriate management of information produced in and received by the Trust, irrespective of the medium in which it exists. This is to be achieved by:

  • Proactively developing and supporting a culture of high quality records management practice across the Trust to deliver associated organisational benefits; and
  • Developing, implementing and supporting systems and practices which facilitate compliance with the requirements of the Public Records Act, the Freedom of Information Act and the Data Protection Act.

Main Responsibilities

The Records Manager’s key responsibilities are:

  • To contribute strategically to the initiation, ongoing development and delivery of the Trust’s Records Management policy to ensure legislative compliance and in support of strategic objectives;
  • To oversee the development of the Records Management Function (guidance on legislation and records management practices, training provision etc) to support the Trust’s response to information legislation and to deliver best practice;
  • To manage/lead the Records Management staff to ensure that a high quality, focused and continually improving service is delivered to the Trust; and
  • To manage the Trust's response to information legislation requests to ensure that these are dealt with efficiently and effectively in line with legislation and best practice guidelines;

Work Activities

Work activities vary according to organisation and the balance between operational activities and strategic work usually changes with seniority, but typical work activities may include:

  • Storing, arranging, indexing and classifying records
  • Facilitating the development of filing systems and retention and disposal schedules and maintaining these to meet administrative, legal, and financial requirements
  • Advising on records storage and records media
  • Overseeing the management of electronic and/or paper-based information
  • Setting up, maintaining, reviewing, and documenting records systems
  • Identifying the most appropriate records management resources
  • Advising on and implementing new records management policies and classification systems
  • Providing a policy framework for how people are expected to manage their records and use the system in place
  • Ensuring that relevant legislative and compliance requirements are met
  • Standardising information sources throughout the organisation
  • Managing the changeover from paper to electronic records management systems
  • Preserving corporate memory and heritage
  • Resolving problems with information management through effective use of software and other information management resources
  • Enabling appropriate access to information
  • Responding to internal and/or external information enquiries
  • Collating and writing reports
  • Giving advice on issues such as the data protection act, freedom of information act and other legislation
  • Managing and monitoring budgets and resources
  • Training and supervising records staff
  • Advising staff in other departments on the management of their records and information

Person Specification

Essential Criteria
Expertise/Competence/Skills
1.Ability to communicate effectively in oral, interpersonal and written forms to staff at all levels.
2.Ability to produce reports, policies, guidance and best practice advice.
Knowledge
3.Theoretical knowledge of Data Protection and Freedom of Information legislation.
4.Theoretical knowledge of electronic records management and digital preservation issues.
Qualifications (IT/Academic/Vocational)
5.Professional qualification in Records Management or Archives or a related discipline.
Desirable Criteria
6.Recent practical experience of Records Management or a related discipline.
7.Evidence of good organisational skills.
8.Evidence of good analytical skills.
9.Ability to work on multiple tasks at any one time and balance competing priorities.
10.Experience of higher education or research or NHS environment, structures and operations.
11.Experience of working with Data Protection and Freedom of Information issues.
12.Experience of project management.