Knowledge and Information Management (KIM) Assistant

The Office for National Statistics (ONS) is the UK’s largest producer of official statistics, covering a range of key economic, social and demographic topics. These include measuring changes in the value of the UK economy, estimating the size, geographical distribution and characteristics of the population, and providing indicators of price inflation, employment, earnings, crime and migration.

The last few years has seen an extensive overhaul of security and information management to meet the challenges of corporate and statistics transformation in technology, methods and practice, the Digital Economy Act and organisational risk appetite. The capability is evolving and expanding to address changes in threat and business direction. The management of information used for corporate and statistical activities is critical to business operations and the trust that citizens place in us. ONS has a strong commitment to protecting this information.

This role sits in the Security and Information Management (SaIM) Directorate, which operates five key services across ONS: Security Risk Advice and Management; Knowledge and Information Management (KIM); Physical Security and Business Continuity; Security Compliance and Audit (SCA); and Cyber Security, including our Partnering Services. Join the KIM team and play a key role in helping ONS unlock the value of its information and knowledge assets. The team provides the frameworks, governance, and expert support that enable information to be managed effectively, remain compliant, and drive informed decision‑making across the organisation.

To support strategic delivery of KIM services to ensure that information management in the ONS and UK Statistics Authority (UKSA) meets legislative and regulatory requirements, meets the needs of internal users and supports the business in collecting, analysing and disseminating statistics about the UK’s economy, society and population. In the KIM role you will be responsible for administrative information management activities for information in any medium held by ONS and UKSA. Information Management role holders work within an information legislation culture in support of The Public Records Act, UK GDPR, Data Protection Act (DPA) 2018 and The Freedom of Information Act 2000.

Information Management role holders support internal stakeholders responsible for information governance activities, including SharePoint Site Owners, Disposition Reviewers, Networks Share Managers, Information Asset Owners, Information Asset Liaison Officers, Data Protection Officers, directors, Senior Civil Servants and the Accounting Officer.

Responsibilities

• Manage ONS Information Asset Register and apply appropriate good practice and standards. Ensuring metadata fields are accurately completed and regularly validated.
• Administration of information governance for all media throughout their lifecycle.
• Regular reporting on information governance, including provision of monthly metrics, quarterly reviews for IAOs or IALOs, and annual reporting for directors for escalation to the relevant governance board or Accounting Officer where required.
• Apply appropriate information governance standards, including those around metadata.
• Manage procedures for information handling and governance.
• Maintain appropriate knowledge of information governance role holders within the organisation and their responsibilities.
• Management of starters, movers, and leavers in relation to information governance roles.
• Responding to all support requests relating to information governance or asset management.
• Development and delivery of training and guidance on information governance and asset management, including monitoring compliance rates with mandated learning activity.
• Engage with stakeholders to ensure services are understood and promoted across business areas.
• Once in post, the successful candidate will be required to demonstrate a willingness to work towards achieving and maintaining Government Knowledge and Information Management (GKIM) Communication and Engagement competency, and GKIM Information Manager: Information Asset Management competency, both at Awareness level.

Essential Criteria

• Experience of working in a knowledge and information management role, or demonstrable knowledge and understanding of information management principles.
• Experience of working with and responding to enquiries from a wide range of internal and/or external stakeholders, with good interpersonal and communications skills.
• Proactive with excellent organisational skills, strong attention to detail and the ability to work to deadlines.
• The ability to be highly collaborative and flexible within a team to ensure that a range of diverse tasks are completed to a high standard.
• IT literate with experience of cloud-based collaboration platforms such as Microsoft 365, and associated standard applications such as MS Word, and MS Excel.

Behaviours

• Managing a Quality Service
• Changing and Improving
• Working Together

Benefits

Alongside your salary of £28,138, Office for National Statistics contributes £8,151 towards you being a member of the Civil Service Defined Benefit Pension scheme. The Office for National Statistics is part of the Civil Service, and as such we share a number of key benefits with other departments, whilst also having our own unique offerings to support our valued colleagues across the organisation.