At a Glance
- Tasks: Manage UKRI's digital and paper records, ensuring effective information lifecycle management.
- Company: Join a leading organisation dedicated to knowledge and information management.
- Benefits: Enjoy 30 days annual leave, flexible working, and a fantastic pension scheme.
- Other info: Hybrid working available with opportunities for career growth and development.
- Why this job: Make a real impact on information governance while developing your skills in a supportive environment.
- Qualifications: Experience in records management and strong communication skills are essential.
The predicted salary is between 37841 - 37841 £ per year.
Salary: £37,841. Band: UKRI Band D. Contract: Open Ended. Hours: Full Time/Part Time (Min 0.7 FTE). Location: Swindon (Hybrid working available). The role will include occasional travel to The National Archives (TNA) in London. Closing Date: Sunday 7th June 2026. Interviews: In person at Polaris House.
Purpose of role
The Knowledge & Information Management (KIM) Team plays a vital role in championing and supporting effective lifecycle management of UKRI’s digital and legacy paper records. You will support a range of activities, including the delivery of information management services and projects. You will act as a key contact for one or more councils and corporate functions, helping to implement the UKRI Information Management Policy, Retention Schedule, and Information Asset Register by developing guidance, delivering training and managing enquiries. You will support teams and projects by advising on digital records retention, migration, and system decommissioning. You will help support embedding retention and records-management processes across UKRI platforms and electronic document and records management systems (EDRMS). You will also manage information access and retrieval requests for physical and digital material to meet regulatory and business needs. You will contribute to programmes to appraise, catalogue, and destroy paper records in line with retention requirements. This will involve carrying out sensitivity reviews of paper files in Swindon and at The National Archives (TNA) in Kew, Richmond. You will help develop processes and support the future selection, appraisal and sensitivity review of both paper and digital records to TNA. You will have line management responsibilities for one or more Records Management Support Officers.
Your Responsibilities
- Act as a key contact for one or more UKRI councils and corporate functions providing advice, training and guidance on information management issues.
- Contribute to the design, development and delivery of information management training and guidance so teams follow clear, consistent practices.
- Develop processes and support the records life cycle through appraisal, cataloguing, selection, sensitivity review, preparation and transfer of digital and legacy paper records to TNA.
- Manage access and information retrieval requests for physical and digital material.
- Support the continuous improvement and review of the UKRI Retention Schedule and the implementation of retention and disposal policies.
- Advise teams and projects, including those delivering new systems, migration, and decommissioning activities, on retention and information management procedures.
- Support the future creation and rollout of retention labels and promote strong information governance across EDRMS, including effective configuration of access controls, file plans, meta data and naming conventions.
- Engage with Information Asset Owners and Administrators to keep the UKRI Information Asset Register current and ensure assets are managed in line with best practice.
- Support account management activities, including account administration and liaison with suppliers and users.
- Manual handling of boxes including lifting, opening and reviewing files.
- Line Management of one or more Records Management Support Officers.
- Other duties as required, relating to KIM or the wider remit of information governance.
Personal Specification
The below criteria will be scored during Shortlisting (S), Interview (I) or both (S&I).
Essential
- Experience working in an information and records management role and supporting records lifecycle (S&I).
- Experience of appraising, cataloguing, conducting sensitivity reviews and/or applying retention to records (S&I).
- Experience of supporting the digital records management life cycle across platforms and systems, including EDRMS (S&I).
- Strong team working skills with the ability to network and build partnerships beyond core team (S&I).
- Effective communication skills with the ability to provide clear advice, guidance and/or training (I).
- Strong organisational skills, including prioritisation, flexibility, and multi-tasking (I).
- Proficient IT Skills (including Microsoft tools, and information systems or platforms) (S).
Desirable
- Relevant qualification (in library, records, information or archives) (S).
- Experience in developing search strategies for information retrieval (S).
- Experience using Microsoft Purview for records management (e.g. metadata, retention labels and policies) (S&I).
Benefits
- An outstanding defined benefit pension scheme.
- 30 days' annual leave in addition to 10.5 public and privilege days (full time equivalent).
- Employee discounts and offers on retail and leisure activities.
- Employee assistance programme, providing confidential help and advice.
- Flexible working options.
- Plus, many more benefits and wellbeing initiatives that enable our employees to have a great work life balance!
Records Manager in Swindon employer: UK Shared Business Services Ltd
UKRI is an exceptional employer, offering a supportive and dynamic work environment in Swindon, with the flexibility of hybrid working arrangements. Employees benefit from a generous pension scheme, 30 days of annual leave, and numerous wellbeing initiatives that promote a healthy work-life balance. With opportunities for professional growth and development within the Knowledge & Information Management team, UKRI champions effective information governance while fostering a culture of collaboration and continuous improvement.
Contact Details:
UK Shared Business Services Ltd Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Records Manager in Swindon
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for those interviews! Research UKRI and their information management policies. Be ready to discuss how your experience aligns with their needs, especially around digital records and retention processes.
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or use online resources. Focus on articulating your skills in records management and how you can contribute to UKRI’s goals.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you’re serious about joining the team at UKRI and are keen to be part of their mission.
We think you need these skills to ace Records Manager in Swindon
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your experience in information and records management. We want to see how your skills align with the role, so don’t hold back on showcasing your relevant achievements!
Show Off Your Communication Skills:Since effective communication is key for this role, use your application to demonstrate how you can provide clear advice and guidance. We love seeing examples of how you've trained or supported others in the past!
Highlight Teamwork Experience:This position involves working closely with various teams, so make sure to mention any collaborative projects you've been part of. We’re looking for those strong team-working skills that will help us build partnerships across UKRI.
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at UK Shared Business Services Ltd
✨Know Your Records Management Stuff
Make sure you brush up on your knowledge of records management principles, especially around the lifecycle of both digital and paper records. Familiarise yourself with UKRI's Information Management Policy and Retention Schedule, as these will likely come up during the interview.
✨Show Off Your Communication Skills
Since you'll be providing guidance and training, it's crucial to demonstrate your effective communication skills. Prepare examples of how you've successfully communicated complex information in the past, whether through training sessions or one-on-one support.
✨Be Ready for Practical Scenarios
Expect to discuss real-life scenarios related to appraising, cataloguing, and conducting sensitivity reviews. Think of specific instances where you've applied these skills and be ready to explain your thought process and outcomes.
✨Highlight Teamwork and Networking Abilities
This role requires strong team working skills and the ability to build partnerships. Prepare to share examples of how you've collaborated with others in previous roles, particularly in cross-functional teams or projects.
