Records Manager/Rheolwr Cofnodion

Job summary

This is an exciting opportunity to lead the strategic approach to records management at The National Lottery Community Fund. Working within the Information Governance department in the Chief Executive’s Office, you will help ensure our information is managed responsibly, consistently and in line with legal, government and organisational requirements. Reporting to the Head of Information Governance and Data Protection Officer, you will translate complex obligations into practical action that protects information, reduces risk and supports effective decision-making.

This is a visible and influential role where you can shape how information is governed across the Fund. Your work will strengthen accountability, enable confident digital working and help safeguard records of lasting public interest.

Job description

As our subject matter expert for records management and related compliance, you will work with colleagues across the Fund, including Information Asset Owners and Managers and our Technology and Digital teams. You will also manage our relationship with The National Archives, lead and support the Records Management Officer, and deputise for the Head of Information Governance when required.

Key responsibilities include:

• Developing and implementing accessible, risk-based records management strategies, policies, procedures, controls and guidance.
• Embedding effective retention, disposal and archiving practices, including reviews against agreed retention schedules.
• Leading the relationship with The National Archives and establishing a robust process for transferring legacy records and records of lasting public interest.
• Advising technology, digital change and emerging projects on records management and compliance requirements.
• Improving electronic document management across Microsoft 365, Teams and SharePoint, including the use of Microsoft Purview.
• Maintaining the Information Asset Register with Information Asset Managers and supporting compliance with personal data and privacy requirements.
• Designing training and awareness activity, developing performance measures, and using reporting and trend analysis to drive improvement.
• Line managing the Records Management Officer and deputising for the Head of Information Governance when required.

About you

We are looking for an experienced records management professional who can combine technical expertise with a practical, collaborative approach. You will understand the relevant legal and public-sector framework, communicate complex requirements clearly, and build trusted relationships with colleagues at every level.

You will be comfortable working in a fast-paced and complex environment, balancing priorities and finding practical solutions. As a supportive people manager, you will encourage collaboration, inclusion and wellbeing while keeping a clear focus on quality, improvement and impact.

Interview details:

• Date: Week Commencing 2nd November
• Format: Online
• Location: UK Wide

We have a hybrid approach to working. The work pattern and location will be agreed with the successful candidate. This role can be based at any of our UK offices: Belfast, Birmingham, Cardiff, Exeter, Glasgow, Leeds, London, Manchester or Newcastle.

For an informal discussion about the role, please contact Angela.Goddard@tnlcommunityfund.org.uk.

Person specification

How to apply:

Upload your CV in word format and write a supporting statement (1000 words) with the following criteria, we will use this to score your application. Apply here.

Essential Criteria:

• Experience of designing and implementing records management strategies and systems, including within Office 365
• Experience of using IT systems for managing information including the use and configuration of SharePoint and O365 to ensure effective information management and retention through the use of technologies such as Purview
• Comprehensive understanding of Records Management principles, national guidance, Data Protection and Freedom of Information legislation, including the Lord Chancellor’s Code of Practice under the FOI Act on Records Management and the Public Records Act
• Track record in stakeholder management and exerting influence with senior and more junior colleagues
• Experience of devising and delivering training and awareness programmes to colleagues
• Experience of working within multi-disciplinary teams, providing direction, highlighting priorities, influencing senior internal stakeholders and identifying solutions
• At least 12 months’ experience within a public sector setting
• Qualification in records or information management and/or accreditation by a relevant professional body (e.g. Information Records Management Service (IRMS), Archives & Records Association

Equity, Diversity and Inclusion

Communities in the UK come in all shapes and sizes. National Lottery funding is for everyone – therefore, we are committed to equity, diversity and inclusion and we work hard to ensure our funding reaches where it is needed.

We also believe our people should represent the communities, organisations and individuals we work with. That’s why The National Lottery Community Fund is committed to being an inclusive employer and a great place to work. We recognise and celebrate the fact that our people come from diverse backgrounds. We positively welcome applications from people from ethnic minority backgrounds, people with disabilities or longstanding health conditions, people who are LGBTQ+, and people from different socio-economic and educational backgrounds, as well as people of all ages.

As a Disability Confident Employer, we take a proactive approach in making reasonable adjustments, if needed, throughout the recruitment process and during employment. (This can be related to a physical and mental health condition.)

Benefits

Alongside your salary of £39,382, The National Lottery Community Fund contributes £11,408 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).

A full list of our benefits can be found on our website using the link:

• Generous Civil Service Pension scheme
• Flexible working
• Enhanced paid maternity/paternity leave
• Paid volunteering leave
• Season ticket loan

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

Upload your CV in word format and write a supporting statement (1000 words), aligning your statement to the Essential and Desirable criteria. We will use this to score your application.

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

Security

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 : recruitment@tnlcommunityfund.org.uk
• Email : recruitment@tnlcommunityfund.org.uk

Recruitment team

• Email : recruitment@tnlcommunityfund.org.uk

Further information

https://www.tnlcommunityfund.org.uk/about-us/working-for-us/benefits-of-working-with-us

Attachments

Role profile level 3_ Records Manager FINAL Opens in new window (pdf, 127kB)