Hybrid 40% on site / 60% remote
About the company
Sue Hill Recruitment are delighted to be working exclusively with Royal Botanical Gardens, Kew, who are looking to recruit a Records Manager.
The management of Kew’s modern records is on the cusp of an exciting new era and the role of the Records Manager will be at the heart of that. The post-holder will play a leading role in developing and improving the records management service, working with colleagues from across Kew to understand the work they do and the information that they create and handle. You will be responsible for assisting staff to manage their paper and electronic records, which will include the management of the paper registry, and reader and enquiry service. On the electronic side, you will take the lead on the records management components of the implementation of SharePoint, bringing about transformational change in how Kew’s electronic records are managed and helping Kew to meet its legal obligations.
You will deliver a high-quality records management service, provide guidance on managing paper and electronic records, lead the Information Champion network, collaborate with IT on records management in M365, develop and maintain retention schedules and carry out file appraisal. This varied role also includes line management of the Records Management Information Assistant and is an excellent development opportunity for an enthusiastic individual looking to take the next step in their career. There is also scope for some home working during this role, allowing a more flexible work life balance.
Kew’s Library and Archives are responsible for organising and managing one of the greatest collections of botanical literature to be found anywhere in the world. The Archives & Records Management team manages both Kew’s historic record of activities and recent records from across all departments at Kew. The records are varied and significant, reflecting Kew as a global resource for plant knowledge and the world’s leading botanic garden. A top priority for the Records Management team in the coming years is to embed electronic document and records management within Kew.
Key Tasks & Responsibilities:
• Implement and manage across the organisation, the ongoing use and development of the records management aspects of SharePoint, including the planning and deployment of resources to this end and liaison with internal stakeholders and external suppliers.
• Ensure that the system addresses requirements needed to meet organisational, legal and business needs relating to records management.
• Manage the Records Management service (paper and electronic), including line management of the Records Management Information Assistant and any other project staff as required, and ensure that a high quality service is delivered to Kew, including the application of retention schedules, disposition and archiving of records.
• Provide expert strategic and operational advice and guidance on records management and work with staff across the organisation at all levels to develop best practice in records management, in accordance with national and international standards and legislation. This will be through the development of policy and strategy, ensuring the efficient capture and management of records.
• Act as Kew’s Deputy Departmental Record Officer in government relationships with DEFRA and TNA, plus government KIM networks, and disseminate professional advice in this respect at Kew.
• Represent Kew through attendance at local, regional and national meetings.
• Manage Kew’s Records Management reader and enquiries service, including the application of international legislation such as the FOIA and GDPR.
• Develop relationships and engage staff at all levels with Kew’s records management policy and ensure they fully understand their responsibilities, through creation and maintenance of written guidance and policy, delivery of a corporate training programme, and management of the Information Champion network.
• Responsibility for the Kew-wide retention schedule and file plan, ensuring Kew’s obligations around information legislation are met, and development and implementation of efficient procedures for the maintenance and legal disposition of all records in accordance with legal requirements. This will include carrying out file appraisal where appropriate.
• Contribute to other initiatives and activities within the department and Kew as a whole as required.
You should Have:
• Experience in a professional role in a relevant area such as records or information management
• Experience of managing electronic records and documents in a platform such as SharePoint, or demonstrable understanding of the principles of this.
• Excellent verbal and written communication and interpersonal skills, and ability to deal with complex enquiries.
• Ability to work on own initiative with good project and time management skills.
• Good influencing and negotiating skills, with all levels of stakeholders and audiences, both internal and external, and ability to develop relationships to deliver the records management service.
• Demonstrable understanding of information legislation, including data protection, and ability to apply to records management work.
• Problem solving and analytical skills.
• Strong accuracy and attention to detail
• Ability to work well in a small team.
• Ability to handle large, heavy and/or fragile items with or without reasonable adjustments.
Would be good:
• Experience of implementation of a records or information management system
• Experience of using SharePoint (full training will be provided)
• Postgraduate qualification in records management or archive administration or similar
• Aptitude for learning, configuring and using software packages to achieve information management.