Information and Records Manager, Archives and Public Records

UK Health Security Agency

Information:

This job is now closed

Job summary

In the Information Management and Privacy team, we are evolving a progressive function that consolidates information governance capability across UKHSA, working organisation-wide to develop a compliance culture that is enabled and supported by dedicated professionals. We provide UKHSA with the skills and expertise to ensure our information assets are governed. This is an exciting time to join the organisation and our collaborative and supportive team, in an environment that values your personal and professional development. Our Information and Records Managers develop, implement, and continually review and refine the organisation's information governance, including its records management strategy, policy, and processes to promote good practice and maintain compliance with statutory obligations. They provide accessible, impactful guidance to support colleagues across the organisation in delivering information and records management. They enable the design, development, and delivery of processes and functionality to make information and records management an impactful process for all our staff. They lead our organisation's management of records and information. They provide expertise and guidance to the organisation in respect of record handling, information and record lifecycle management and the development and interpretation of policy.

Main duties of the job

The Information and Records Management - Archives and Public Records understands UKHSA's current and future requirements for information and records management especially around paper and legacy records.

They operate at the Practitioner level of the Government Knowledge and Information Management (GKIM) Professional Skills Framework. They collaborate with teams and networks across UKHSA. They understand our stakeholders, our requirements, and our priorities. The role involves working across Government and our wider partnerships to understand stakeholder concerns, develop approaches that meet our information management requirements.

Identify, discuss, and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events;

Engage with the GKIM professional body on behalf of yourself, UKHSA and colleagues;

Share experience of learning and development activities;

Ensure a consistent level of business knowledge within the team and that this knowledge is applied effectively;

To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training;

If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.

About us

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.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Date posted

06 January 2025

Pay scheme

Other

Salary

£40,661 to £50,472 a year Per annum, Pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

919-ROG-303639-EXT

Job locations

Birmingham, Leeds, Liverpool and London

10 South Colonnade

London

E14 5EA


Job description

Job responsibilities

The Information and Records Manager will support information asset owners in meeting responsibilities, working closely with Information Assurance and Information Technology colleagues. This role has an emphasis on the management of legacy records and public records, including paper records and will support the teams strategic vision for improving compliance through the necessary identification, archiving, cataloguing and disposition review for assessing records for permanent preservation or other disposal methods.

Other responsibilities will be to:

Support the Information and Records Lead and broader information and records management team in providing expert advice to the Agency on matters of Information and Records Management, policy, procedure, and practice with a particular focus on retention, long-term requirements, and paper records. Support the UKHSAs compliance with the 20-Year Rule as it applies to the Public Records Act 1958 and the development and implementation of relevant established policy, processes, and standards. Deliver and manage UKHSAs contracted off-site storage and ensure that paper records are routinely transferred when not in use and support UKHSAs on-site storage of paper records. Support processes and practice for the transfer of paper and digital records to the National Archives for permanent preservation. Work with Subject Matter Experts across the Agency to identify and manage records with long-term retention and act as a key point of contact for physical records. Contribute to the UKHSA information and records management policy suite, including guidance documents, retention schedules, review processes and destruction standards. Lead on initiatives outlined in information and records business plans that complement the Agencys overall organisational strategy and aims. Liaise and maintain good working relationships with key stakeholders across the Agency including but not limited to: Public Inquiry team, Legal team, Information Rights team, Information Management & Privacy team. Contribute to increasing organisational knowledge on information and records Management and promote the work of the team across UKHSA.If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.

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:

InternalSenior Information Risk OwnerInformation Asset Owners and ManagersTechnology / ICT providersProtective Security and Cyber SecurityFacilities and EstatesPublic Inquiry and Legal teamsCommercial and Contract Management teamsData Protection OfficerInformation Rights teamsWider Information Management & Privacy teamChange management and change programmes

ExternalThe Agencys off-site storage providerDHSC Information Risk Management and Assurance DirectorateCross-Government professional communitiesThe National ArchivesOrganisations within the Public Health and Health Security industries

You will be assessed on the below 13 essential criteria, which have been selected from the Job Description

Essential Criteria:

Experience working with information and records Experience in delivering operational information and records management policy, procedure and practice Experience in management of Records Retention & Disposal policies and processes Experience in managing paper records and/or working with archives Experience of working within the framework of the Public Records Act 1958 and ICO Code of Practice for management of records, and the management of records with long-term retention Knowledge of record cataloguing requirements and standards Expert Microsoft Office user Excellent written and verbal communication skills Stakeholder engagement/communication experience Excellent teamworking skills GKIM Professional at level Practitioner or above as per the GKIM skills framework for Government An understanding of and commitment to equality of opportunity and good working relationships. Skills or qualifications necessary in the context of or against the framework

Selection ProcessDetails:

This vacancy is using Success Profiles and will assess your Behaviours, Experience, Strength, Ability and Technical skills

Stage 1:Application& Sift

Success profiles

You willbe requiredto complete an application form. You will be assessed onthe above listedessentialcriteria,and this will be in the form ofa:

  • Application form(Employer/ Activity history section on the application)

  • 1500 word Statement of Suitability.

This should outline how your skills,experience,andknowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

TheApplication form and Statement of Suitability will be marked separately, and you must complete to move forward to interview.

Please do not exceed 1500 words.We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview (success profiles)

You will be invited to a (single) remote interview.

Behaviours will be tested at interview.

The Behaviours tested during the interview stage will be:

Communicating and Influencing Delivering at Pace Changing and Improving Making effective decision

You will be asked to prepare and present a 5-10 minute presentation on management of physical legacy records. The subject of this will be sent to you prior to interview

Your technical abilities will be asked within the behaviour questions.

Interviews will be held week commencing 27/01. Please note, these dates are subject to change.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed isSecurity Clearance,

Location

This role is being offered as hybrid working. We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at one of UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London)

Job description

Job responsibilities

The Information and Records Manager will support information asset owners in meeting responsibilities, working closely with Information Assurance and Information Technology colleagues. This role has an emphasis on the management of legacy records and public records, including paper records and will support the teams strategic vision for improving compliance through the necessary identification, archiving, cataloguing and disposition review for assessing records for permanent preservation or other disposal methods.

Other responsibilities will be to:

Support the Information and Records Lead and broader information and records management team in providing expert advice to the Agency on matters of Information and Records Management, policy, procedure, and practice with a particular focus on retention, long-term requirements, and paper records. Support the UKHSAs compliance with the 20-Year Rule as it applies to the Public Records Act 1958 and the development and implementation of relevant established policy, processes, and standards. Deliver and manage UKHSAs contracted off-site storage and ensure that paper records are routinely transferred when not in use and support UKHSAs on-site storage of paper records. Support processes and practice for the transfer of paper and digital records to the National Archives for permanent preservation. Work with Subject Matter Experts across the Agency to identify and manage records with long-term retention and act as a key point of contact for physical records. Contribute to the UKHSA information and records management policy suite, including guidance documents, retention schedules, review processes and destruction standards. Lead on initiatives outlined in information and records business plans that complement the Agencys overall organisational strategy and aims. Liaise and maintain good working relationships with key stakeholders across the Agency including but not limited to: Public Inquiry team, Legal team, Information Rights team, Information Management & Privacy team. Contribute to increasing organisational knowledge on information and records Management and promote the work of the team across UKHSA.If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.

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:

InternalSenior Information Risk OwnerInformation Asset Owners and ManagersTechnology / ICT providersProtective Security and Cyber SecurityFacilities and EstatesPublic Inquiry and Legal teamsCommercial and Contract Management teamsData Protection OfficerInformation Rights teamsWider Information Management & Privacy teamChange management and change programmes

ExternalThe Agencys off-site storage providerDHSC Information Risk Management and Assurance DirectorateCross-Government professional communitiesThe National ArchivesOrganisations within the Public Health and Health Security industries

You will be assessed on the below 13 essential criteria, which have been selected from the Job Description

Essential Criteria:

Experience working with information and records Experience in delivering operational information and records management policy, procedure and practice Experience in management of Records Retention & Disposal policies and processes Experience in managing paper records and/or working with archives Experience of working within the framework of the Public Records Act 1958 and ICO Code of Practice for management of records, and the management of records with long-term retention Knowledge of record cataloguing requirements and standards Expert Microsoft Office user Excellent written and verbal communication skills Stakeholder engagement/communication experience Excellent teamworking skills GKIM Professional at level Practitioner or above as per the GKIM skills framework for Government An understanding of and commitment to equality of opportunity and good working relationships. Skills or qualifications necessary in the context of or against the framework

Selection ProcessDetails:

This vacancy is using Success Profiles and will assess your Behaviours, Experience, Strength, Ability and Technical skills

Stage 1:Application& Sift

Success profiles

You willbe requiredto complete an application form. You will be assessed onthe above listedessentialcriteria,and this will be in the form ofa:

  • Application form(Employer/ Activity history section on the application)

  • 1500 word Statement of Suitability.

This should outline how your skills,experience,andknowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

TheApplication form and Statement of Suitability will be marked separately, and you must complete to move forward to interview.

Please do not exceed 1500 words.We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview (success profiles)

You will be invited to a (single) remote interview.

Behaviours will be tested at interview.

The Behaviours tested during the interview stage will be:

Communicating and Influencing Delivering at Pace Changing and Improving Making effective decision

You will be asked to prepare and present a 5-10 minute presentation on management of physical legacy records. The subject of this will be sent to you prior to interview

Your technical abilities will be asked within the behaviour questions.

Interviews will be held week commencing 27/01. Please note, these dates are subject to change.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed isSecurity Clearance,

Location

This role is being offered as hybrid working. We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at one of UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London)

Person Specification

Application form

Essential

  • Application form

Statement of Suitability

Essential

  • Statement of Suitability

Behaviours

Essential

  • Communicating and Influencing
  • Seeing the bigger picture
  • Changing and improving
  • Making effective decisions
Person Specification

Application form

Essential

  • Application form

Statement of Suitability

Essential

  • Statement of Suitability

Behaviours

Essential

  • Communicating and Influencing
  • Seeing the bigger picture
  • Changing and improving
  • Making effective decisions

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

Birmingham, Leeds, Liverpool and London

10 South Colonnade

London

E14 5EA


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

Employer details

Employer name

UK Health Security Agency

Address

Birmingham, Leeds, Liverpool and London

10 South Colonnade

London

E14 5EA


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

For questions about the job, contact:

Resourcing Officer

Rosie O'Grady

Recruitment@ukhsa.gov.uk

Date posted

06 January 2025

Pay scheme

Other

Salary

£40,661 to £50,472 a year Per annum, Pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

919-ROG-303639-EXT

Job locations

Birmingham, Leeds, Liverpool and London

10 South Colonnade

London

E14 5EA


Privacy notice

UK Health Security Agency's privacy notice (opens in a new tab)