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For Companies At a Glance
- Tasks: Manage document compliance and oversee records classification and retention.
- Company: Walter Scott is a long-established investment management firm focused on sustainable growth.
- Benefits: Enjoy a supportive culture, personal growth opportunities, and a rewarding career path.
- Why this job: Join a close-knit team making a real impact in the community and financial sector.
- Qualifications: Experience in Records Management is preferred; strong Microsoft Office skills are essential.
- Other info: Physical handling of documents is required; adjustments for accessibility are encouraged.
The predicted salary is between 36000 - 60000 £ per year.
Role Purpose
To oversee the firm’s compliance with document management policies and procedures (including those defined as “records”). Act as Records Management Co-ordinator (“RMC”) for Walter Scott. Assist in Business Governance roles as required.
Key Responsibilities
- Records Inventory & Classification: Produce and maintain internal inventories for both offsite and onsite records. Ensure the accurate and consistent classification and retention of all documents including those within the Document Management System (“DMS”). Provide document management training where needed and work with Document Management Co-ordinators (“DMCs”) to ensure compliance with policies and procedures. Identification and preservation of vital records and legal holds.
- Retention Scheduling: Responsible for records destruction and deletion – delegating associated administrative processes to DMCs where appropriate. This includes the deletion of hard copy records which contains an element of physicality, recalling and handling boxes containing records due for destruction, going through boxes and processing those which have reached their retention threshold for shredding.
- Governance: Produce management information and meeting pack content for the Document Management Group (“DMG”) and Operations Committee. Lead discussions and updates at the DMG on all matters relating to Records Management. Identify and escalate issues. Work with Data Lifecycle Management (“DLM”) team: Attend quarterly RMC forums and report back to DMG. Complete Annual SailPoint Email Retention Review and shared/group mailbox review by the due date. Ensure the File Plan (in File Plan Database – RIC) and Index are kept current and reflect all the records that the firm owns and manages. Act as Engagement Manager for Iron Mountain and any other vendors involved in Records Management.
Good communication skills both written and verbal. Proven ability to work under pressure and to tight deadlines. Ability to develop and maintain good working relationships at all levels. Ability to establish priorities, work independently, use initiative, problem solve and proceed without supervision. Excellent organisational skills. Ability to Challenge & Influence.
Skills & Experience
- A good working knowledge of Microsoft Office suite (particularly Excel) is essential.
- Experience and knowledge of the principles and practice of Records Management (desirable but not essential).
- Experience using a Document Management System (desirable but not essential).
- Background in Financial Services (desirable but not essential).
Academic/Professional Qualifications
Experience in a Records Management field is preferable.
Additional Information
There is an element of physicality involved in the destruction of hard copy records, this will involve the handling of boxes of documentation and transferring of contents into recycling bags. Volumes can differ depending on business need and regulatory requirements.
Role Location: Edinburgh
Closing Date: Xx Month 2024
Application: To ensure a fair and inclusive interview process, we encourage all applicants to inform us of any adjustments or adaptations they may require to fully participate. Your comfort and accessibility are important to us.
About Us
Established in 1983, Walter Scott is an investment management business built to deliver long-term success. We think of growth in decades and consider impact for generations, ignoring the volatility of the moment and the results of the day. Our portfolio management philosophy is tried and tested: we focus solely on equity investments, holding stock only in high-quality, market-leading businesses that can generate sustainable growth for our clients. By keeping our strategy straightforward, we can go deeper in our research and further for our clients. It’s an approach that begins and ends with doing the right thing. For the institutional clients we serve around the world – protecting and enhancing their assets. For our community – supporting causes with tangible outcomes for people in Edinburgh, and beyond. And for the 180 employees who make it all possible – fostering a close-knit culture, nurturing personal growth and offering truly rewarding careers.
Walter Scott - Business Governance Analyst - Records Management employer: BNY Mellon
Contact Detail:
BNY Mellon Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Walter Scott - Business Governance Analyst - Records Management
✨Tip Number 1
Familiarise yourself with the principles of Records Management. Even if you don't have direct experience, understanding the key concepts will help you engage in conversations during interviews and demonstrate your enthusiasm for the role.
✨Tip Number 2
Network with professionals in the financial services sector or those already working in records management. Attend relevant events or join online forums to gain insights and potentially get referrals that could boost your application.
✨Tip Number 3
Showcase your organisational skills by preparing examples of how you've managed projects or tasks in the past. Be ready to discuss how you prioritised work and met deadlines, as these are crucial for the role.
✨Tip Number 4
Research Walter Scott's values and culture. Understanding their approach to investment management and community involvement can help you align your answers during interviews, showing that you're a good fit for their team.
We think you need these skills to ace Walter Scott - Business Governance Analyst - Records Management
Some tips for your application 🫡
Understand the Role: Before applying, make sure you fully understand the responsibilities of a Business Governance Analyst in Records Management. Familiarise yourself with document management policies and procedures, as well as the specific tasks mentioned in the job description.
Tailor Your CV: Highlight relevant experience in records management or related fields in your CV. Emphasise skills such as organisation, communication, and the ability to work under pressure, as these are crucial for the role.
Craft a Strong Cover Letter: In your cover letter, explain why you are interested in the position and how your background aligns with the requirements. Mention any experience with Document Management Systems or governance roles, even if it's not extensive.
Proofread Your Application: Before submitting, carefully proofread your application materials. Check for spelling and grammatical errors, and ensure that your documents are formatted professionally. A polished application reflects your attention to detail.
How to prepare for a job interview at BNY Mellon
✨Understand Records Management Principles
Familiarise yourself with the key principles of records management, even if you don't have extensive experience. Being able to discuss how you would approach document classification and retention will show your understanding of the role.
✨Demonstrate Organisational Skills
Prepare examples that showcase your organisational skills. Discuss how you've managed multiple tasks or projects under tight deadlines, as this role requires excellent organisational abilities.
✨Showcase Communication Skills
Since good communication is vital for this position, be ready to provide examples of how you've effectively communicated with different stakeholders. Highlight any experience leading discussions or presenting information.
✨Be Ready for Practical Questions
Expect questions that may involve practical scenarios related to records destruction and handling physical documents. Think through how you would manage these processes and be prepared to discuss your approach.
