Records Manager

Job summary

The primary aim of the Records Management function within the Knowledge and Information Management (KIM) team is to ensure the Department for Education (DfE) fulfils its statutory obligations in the appraisal and selection of paper and digital records for permanent preservation at The National Archives. The team also supports the department in the effective management of its records.

This post offers a unique insight into the workings of the Department for Education (DfE), its history and development, from policy to projects and Public Inquiries, through the capture of its records over the past 20 years. As a Records Manager you will contribute to the development of strategies and policies that will shape the approach for managing the DfE paper and digital records over the coming years.

You will be customer-focused, professional and flexible with the confidence to communicate with both internal and external stakeholders. You will need to be well organised and capable of managing your own workload with minimal supervision.

This is an office-based role requiring you to work mainly with physical paper records. It carries an expectation of 100% office attendance, with only limited scope to reduce to 80% as a minimum requirement on exception, which is above the standard 40% departmental minimum for office attendance. This is an operational necessity because most of the responsibilities of the role can only be done in a DfE office.

This role has a physical manual handling aspect i.e. lifting files and unpacking boxes to secure the files in locked drawers/cabinets.

Job description

Role responsibilities

• Appraise and select paper records for permanent preservation at The National Archives (TNA) in accordance with TNA’s appraisal and selection criteria to ensure the department is compliant with the Public Records Act (PRA).
• Ensure efficient, effective cataloguing of corporate records across the department.
• Conduct comprehensive searches for information in support of DfE’s response to public inquiries.
• Support the management and delivery of records management services, including governance, across the DfE.
• Respond to enquiries related to records from customers both within the Department and externally.
• Take ownership of the shared mailbox and ensure all queries are actioned, seeking advice where necessary.
• Build effective working relationships with a range of stakeholders, particularly The National Archives and the Department’s off-site storage provider.
• Help develop and maintain the team SharePoint Workplace to manage the team’s information and ensure it is fit for purpose.
• Develop and manage content for the Records Management Team’s Knowledge Base in SharePoint.
• Participate constructively in team meetings, sharing knowledge with the wider team, including acting as the chair and note taker.
• Seek opportunities to lead on discreet pieces of work contributing to the improvement of records management across the Department.

Person specification

Essential Criteria:

• Ability to read, analyse and evaluate large volumes of historic information both in paper and digital format.
• Ability to manually handle physical records.
• Good communication skills to enable the development of effective relationships with own team, wider DfE and external stakeholders (e.g. TNA and offsite storage contractor).
• Attention to detail with a good grasp of written English.
• Experience of using Microsoft M365 applications (specifically Excel, Word and Teams).
• Positive, proactive ‘can do’ attitude with a desire to get involved and make a difference.
• An enthusiasm to learn new technologies and tools.

Desirable Criteria:

• Experience of using SharePoint.
• An understanding/awareness of the Public Records Act, Data Protection Act, Freedom of Information Act.
• Previous experience of working in a records management or KIM (Knowledge and Information Management) environment.

Desirable criteria will only be assessed at interview, in the event of a tie break situation, to make an informed decision.

Behaviours

We'll assess you against these behaviours during the selection process:

• Making Effective Decisions
• Delivering at Pace
• Managing a Quality Service
• Working Together

Benefits

Alongside your salary of £32,581, Department for Education contributes £9,438 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

Applicants currently holding a permanent post in the Civil Service should note that, if successful, their salary on appointment would be determined by the Department’s transfer / promotion policies.

As a member of the DfE, you will be entitled to join the highly competitive Civil Service Pension Scheme, which many experts agree is one of the most generous in the UK.

You will have 25 days leave, increasing by 1 day every year to a maximum of 30 days after five years’ service. In addition, all staff receive the King’s Birthday privilege holiday and 8 days’ bank and public holidays.

We offer flexible working arrangements, such as job sharing, term-time working, flexi-time and compressed hours.

Part‑time hours available, from a minimum of 0.8 FTE.

As an organisation, which exists to support education and lifelong learning, we offer our staff excellent professional development opportunities.

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

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Application

To apply for this role, you will be required to provide a CV and Statement of Suitability.

• Your CV should include details of your employment history, and the skills and experience gained in those roles.

• Your Statement of Suitability (max 750 words) should demonstrate how your experience meets the essential criteria listed above.

We will use your CV and statement to assess your suitability for the role against the essential criteria listed in the person specification section above.

To confirm, the maximum word count for the statement of suitability is 750. Please adhere to this limit as anything over 750 words will not be taken into account.

Interview

At interview you will be asked questions around the behaviours listed in the advert.

We will also ask you some strength-based questions

Other Information

Interviews may be via Microsoft teams or face to face; the vacancy manager will confirm prior to the Interview.

In your application, please don’t include personal information that identifies you.

This means we can recruit based on your knowledge and skills, and not background, gender or ethnicity - it's called name blind recruitment (opens in a new window).

Please ensure that you remove from your application, all references to your:

• name/title

• educational institutions

• age

• gender

• email address

• postal address

• phone number

• nationality/immigration status

We reserve the right to raise the minimum pass mark in the event of a high volume or strong field of candidates.

Please be aware that this role can only be worked in the UK from the location options provided and not from overseas.

The government is committed to supporting apprenticeships, enabling people to learn and progress in a role whilst earning. We want to monitor the number of people who have completed apprenticeships who are now applying to progress further in their career and are asking this question to all candidates, on all vacancies. You will be asked a question as part of the application process about any previous apprenticeships you have completed. Your response to this question will not affect your application and it is not a requirement of the role to have completed a previous apprenticeship.

If successful and transferring from another Government Department a criminal record check maybe carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf. However, we recognise in exceptional circumstance some candidates will want to send their completed forms direct. If you will be doing this, please advise Department of Education of your intention by emailing Pre-Employment.Checks.DFE@education.gov.uk stating the job reference number in the subject heading.

Department for Education do not cover the cost of travel to your interview/assessment unless otherwise stated.

A reserve list may be held for a period of 12 months from which further appointments can be made.

Candidates will be posted in merit order based upon location preference. Where more than one location is advertised you will be asked to state your preferred location.

New entrants are expected to join on the minimum of the pay band.

Applicants who are successful at interview will be, as part of pre-employment screening subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.

Terms and conditions of candidates transferring from ALBs and NDPBs

Bodies that are not accredited by the Civil Service Commission and are not able to advertise at Across Government on Civil Service jobs will be treated as external new starters and will come into DfE on modernised terms and conditions with a salary at the band minimum.

Bodies that are accredited by the Civil Service Commission but do not have civil service status will be offered modernised terms and will not have continuous service recognised for leave or sickness benefits. Salaries should be offered at band minimum, but there is some flexibility where this would cause a detriment to the individual.

Bodies that are accredited by the Civil Service Commission and do have Civil Service status will be treated as OGD transfers. Staff appointed on lateral transfer will move on to pre-modernised DfE terms (unless they were on modernised terms in their previous organisation). Staff appointed on promotion will move on to modernised DfE terms. Staff will transfer over on their existing salary (on lateral transfer) and any pay above the DfE pay band maximum will be paid as a mark time allowance. Staff moving on promotion will have their salaries calculated using the principles set out in the attached OGD transfer supplementary information.

Reasonable adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. If you need a change to be made so that you can make your application, you should:

Contact Department of Education via centralrecruitment.operations@education.gov.uk soon as possible before the closing date to discuss your needs.

Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

Please refer to the attached ‘Reasonable Adjustments Guide 05_2025 – accessible version’ at the bottom of the advert, for further information.

Childcare Vouchers

Any move to Department for Education (DfE) will mean you will no longer be able to carry on claiming childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/

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

Security

Successful candidates must undergo a basic (or equivalent) 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

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).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.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

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

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.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 : Matt Beavis
• Email : Matt.Beavis@education.gov.uk

Recruitment team

• Email : Centralrecruitment.operations@education.gov.uk

Further information

The Department for Education’s recruitment processes are underpinned by the Civil Service Commissioners Recruitment Principles, which outlines that selection for appointment is made on merit based on fair and open competition. You have the right to complain if you feel a department has breached the requirement of the Recruitment Principles. In the first instance, you should raise the matter directly with the department concerned via CentralRecruitment.Operations@education.gov.uk. If you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages

Attachments

DFE Terms & Conditions - accessible version Opens in new window (pdf, 215kB)Reasonable Adjustments guide 05_2025 - accessible version (1) Opens in new window (pdf, 723kB)OGD Transfer Supplementary information - accessible version Opens in new window (pdf, 327kB)