Regional Records Lead in London

SPS is a global leader in Business Process Outsourcing (BPO), headquartered in Switzerland with operations worldwide. We partner with organisations across a wide range of industries to deliver smart, scalable onsite support and back-office solutions that drive efficiency and impact.

As the EMEA Regional Records Lead, you will lead overseeing and directing the daily operations and execution of hardcopy records across the EMEA offices. This will include the assessment, coordination, and advancement of hard-copy records management across the Firm’s EMEA offices. You will ensure compliance with Firm policies, local legal requirements, plus client and compliance requests, while developing and executing services, initiatives, and projects aimed at reducing risks and costs associated with Information Governance (IG).

Responsibilities include:

• Leading as the primary EMEA hardcopy records contact for ensuring IG hardcopy processes and requests are efficiently and timely executed across EMEA offices (e.g. Legal Hold requests and Transfer requests).
• Conducting on-site and off-site records assessments, applying retention and destruction rules, coordinating local cleanups, and overseeing third-party services for secure storage and shredding.
• Providing leadership to local records contacts (including Records Ambassadors or temporary staff) and collaborating closely with the Americas Records Manager, EMEA Operations, and other key stakeholders.
• Interacting with office managers, partners, and external vendors to deliver department hardcopy services effectively.

This position is a Fixed Term Contract; the end date is the 30th July 2027.

Duties and Responsibilities:

• Lead as the primary hardcopy records contact across all EMEA offices, overseeing core processes including records requests (e.g. legal holds and transfers), records inventory, assessment, quality review, and delivery of work product for retention and disposal domains across EMEA offices.
• Efficiently utilise and update hardcopy records indexes in iCompli, the Firm’s Global Records Management system, for EMEA offices, where needed.
• Work closely with accountable office and Firm stakeholders across records requests plus retention and disposal to ensure the timely delivery of work requests.
• Responsible for regular timely tracking and maintaining accurate trackers of key records and IG operational and other metrics, across the EMEA offices.
• Lead the identification, prioritization, scheduling and projects of the outstanding EMEA offices not yet onboarded to the iCompli.
• Continuously assess EMEA offices hardcopy maturity and inventory on and offsite, to ensure firm hardcopy processes and policies are being followed.
• Identify and partner with local office managers and/or ambassadors where local hardcopy records cleanup is needed.
• Draft, review, and present proposals, project plans, status reports, metrics, and other information in a format and style relevant for the intended audience.
• Communicate directly with IG senior management; state areas of concern, address questions, and/or resolve outstanding issues with the appropriate parties.
• Develop and maintain professional and cooperative working relationships with all IG and EMEA staff.

Regional Records Office Oversight:

• Review, and work with the Americas Records Manager to revise standard operating procedures in support of retention tasks and initiatives for EMEA offices where needed.
• Monitor on a quarterly basis the volume of records that exist in the EMEA office Records Centers and analyse the circulation rates of records in off-site warehouses.
• Maintain awareness with, and partnership with local office managers around the Firm's relationship with various external record-related vendors.

Disposal Process Management:

• Partner with the Americas Records Manager and IG Operations Manager for the regular IG cycles and reviews of expired records, following the Firm Records Retention Schedules.
• Ensure any EMEA expired records disposals are correctly executed and include compliant certificates of disposal or related proof of destruction.

Candidate Skills:

• Strong proven experience in risk management, information governance, or records management.
• Preference for law firm or professional services experience.
• Proficiency in Records Management System (RMS); experience with iCompli or similar preferred.
• Educational background in information management, or records management.
• Proficiency in Legal Document Management Systems (DMS); preference for iManage Work experience.
• Proficiency in Microsoft Office and M365 applications (Word, Excel, PowerPoint, Teams, Visio).
• General knowledge of information governance principles and technologies.
• Proactive, resourceful, and takes initiative.
• Fluency in English; additional EMEA languages a plus (French & German).

We are proud of the progress we've made in building a truly inclusive workplace where Equal Opportunity is more than a principle, it’s a commitment in action. We welcome and encourage applications from people of all backgrounds and are committed to building a diverse and inclusive workforce that reflects the communities we serve.