Records Manager

Job summary

UKRI
Salary: £37,841.
Band: UKRI Band D.
Contract: Open Ended.
Hours: Full Time/Part Time (Min 0.7 FTE).
Location: Swindon (Hybrid working available). The role will include occasional travel to The National Archives (TNA) in London.

Closing Date: Sunday 7th June 2026.

Interviews: In person at Polaris House.

Job description

Purpose of role

The Knowledge & Information Management (KIM)Team plays a vital role in championing and supporting effective lifecycle management of UKRI’s digital and legacy paper records.

You will support a range of activities, including the delivery of information management services and projects. You will act as a key contact for one or more councils and corporate functions, helping to implement the UKRI Information Management Policy, Retention Schedule, and Information Asset Register by developing guidance, delivering training and managing enquiries.

You will support teams and projects by advising on digital records retention, migration, and system decommissioning. You will help support embedding retention and records-management processes across UKRI platforms and electronic document and records management systems (EDRMS). You will also manage information access and retrieval requests for physical and digital material to meet regulatory and business needs.

You will contribute to programmes to appraise, catalogue, and destroy paper records in line with retention requirements. This will involve carrying out sensitivity reviews of paper files in Swindon and at The National Archives (TNA) in Kew, Richmond. You will help develop processes and support the future selection, appraisal and sensitivity review of both paper and digital records to TNA.

You will have line management responsibilities for one or more Records Management Support Officers.

Your Responsibilities

• Act as a key contact for one or more UKRI councils and corporate functions providing advice, training and guidance on information management issues.
• Contribute to the design, development and delivery of information management training and guidance so teams follow clear, consistent practices.
• Develop processes and support the records life cycle through appraisal, cataloguing, selection, sensitivity review, preparation and transfer of digital and legacy paper records to TNA.
• Manage access and information retrieval requests for physical and digital material.
• Support the continuous improvement and review of the UKRI Retention Schedule and the implementation of retention and disposal policies.
• Advise teams and projects, including those delivering new systems, migration, and decommissioning activities, on retention and information management procedures.
• Support the future creation and rollout of retention labels and promote strong information governance across EDRMS, including effective configuration of access controls, file plans, meta data and naming conventions.
• Engage with Information Asset Owners and Administrators to keep the UKRI Information Asset Register current and ensure assets are managed in line with best practice.
• Support account management activities, including account administration and liaison with suppliers and users.
• Manual handling of boxes including lifting, opening and reviewing files.
• Line Management of one or more Records Management Support Officers.
• Other duties as required, relating to KIM or the wider remit of information governance.

Person specification

The below criteria will be scored during Shortlisting (S), Interview (I) or both (S&I).

Essential

• Experience working in an information and records management role and supporting records lifecycle (S&I).
• Experience of appraising, cataloguing, conducting sensitivity reviews and/or applying retention to records (S&I).
• Experience of supporting the digital records management life cycle across platforms and systems, including EDRMS (S&I).
• Strong team working skills with the ability to network and build partnerships beyond core team (S&I).
• Effective communication skills with the ability to provide clear advice, guidance and/or training (I).
• Strong organisational skills, including prioritisation, flexibility, and multi-tasking (I).
• Proficient IT Skills (including Microsoft tools, and information systems or platforms) (S).

Desirable

• Relevant qualification (in library, records, information or archives) (S).
• Experience in developing search strategies for information retrieval (S).
• Experience using Microsoft Purview for records management (e.g. metadata, retention labels and policies) (S&I).

Benefits

Alongside your salary of £37,841, UK Research and Innovation contributes £10,962 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

We recognise and value our employees as individuals and aim to provide a favourable pay and rewards package. We are committed to supporting employees' development and promote a culture of continuous learning!

A list of benefits below:

• An outstanding defined benefit pension scheme.
• 30 days' annual leave in addition to 10.5 public and privilege days (full time equivalent).
• Employee discounts and offers on retail and leisure activities.
• Employee assistance programme, providing confidential help and advice.
• Flexible working options.

Plus, many more benefits and wellbeing initiatives that enable our employees to have a great work life balance!

For further information on our benefits please see:

Benefits of working at UK Research and Innovation (UKRI)

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

Please note, if you will require sponsorship to work in the UK, as part of your sponsorship application, you and any dependants travelling with you, will be required to pay costs directly to The Home Office for the application before you start your role with us. UKRI is normally able to reimburse some, or all of these fees after you have become an employee and this can be discussed with the Hiring Manager. For more information, please visit https://www.gov.uk/skilled-worker-visa/how-much-it-costs or contact Recruitment@ukri.org.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

Please note this Post is NOT regulated by the Civil Service Commission.The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

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

Contact point for applicants

Job contact :

• Name : UKRI Recruitment Team
• Email : Recruitment@ukri.org

Recruitment team

• Email : Recruitment@ukri.org