Records Officer in Aberdeen

A public sector organisation in Aberdeen is currently looking to recruit a Records Management Support Officer for a 6 month contract on a rate of £21.03/hour PAYE.

Responsibilities

• To provide strategic, tactical and operational advice and guidance on information and records management issues including Freedom of Information (FOI) requests.
• To manage and where applicable, develop procedures to receive and monitor Data Subject Access Request (DSAR) and Freedom of Information (FOI) requests.
• To keep abreast of records management, freedom of information, data protection, and information security legislation and best practices, and ensure this is disseminated.
• To assist in organising and managing information governance and records management, ensuring the efficient and effective planning and delivery of services in order to support the achievement of objectives.
• To ensure that all information and records management systems and processes supports and can deliver upon the PRSA, Freedom of Information (Scotland) Act 2002, Data Protection Act 2018 (DPA) and UK General Data Protection Regulation (GDPR).
• To assist with awareness-raising, training, and audits on Information Legislations.
• To assist the BMPU Manager, DPO & Accountable Officer in any correspondence or dealings with regulatory authorities like the Information Commissioner’s Office (ICO).
• Provide Information Legislations advice to stakeholders at all levels of seniority internal and to public authorities.
• To be the main contact point to data subjects.
• Support the data incident response and data breach notification procedures.
• Coordinate and manage the documentation of all processing of personal identifiable information in the organisation including the issuing of privacy notices to stakeholders.
• Review information and knowledge management policies, processes and procedures to ensure compliance with all relevant Information Legislation.
• Provide access to accurate records for a range of operational and strategic purposes and ensure that regulatory obligations are met.
• This includes supervising the management of electronic records created and stored in eRDM and eRDM Connect and identifying which records are to be preserved for historical and research purposes and which should be destroyed.
• Assist with the management of Information Asset Register to ensure that all information assets are captured, maintained and protected, to meet the needs in carrying out its business legally and effectively.
• Represent the organisation on matters relating to Information Legislation.

Qualifications and Experience

• Knowledge and experience of information and records management systems, standards and processes.
• Knowledge of archival systems with particular focus on those records identified as needing permanent retention in an e-record environment.
• Knowledge of records preservation and conservation practices.
• Practical knowledge of legislation governing information and records; Public Records (Scotland) Act 2011, Data Protection Act 2018 and GDPR, Freedom of Information (Scotland) Act 2002 and all their implications.
• Excellent communication, interpersonal and presentation skills including experience of presenting contentious or complex information to large audiences, and effective reporting to senior management (both written & verbal), including the ability to gain credibility and confidence of multidisciplinary staff.
• Proven organisational skills, strategic planning and project management skills.
• Practical IT skills particularly using MS Office applications.
• Ability to resolve highly complex and often contentious issues related to the delivery of a diverse information and records management service.
• Excellent negotiating and diplomacy skills and ability to remain objective when dealing with issues.
• At least 2 years’ experience in operational and strategic information or records management in a medium or large organisation.
• The role requires specialist expertise of developing, implementing and evaluating information and records management strategies, policies and practices in an organisation including the management of change.
• Proven collaborative skills in reaching a team approach to accomplishing work.
• Formal qualification in Records Management or Data Protection desirable. However, willingness to undertake training on the Public Records (Scotland) Act 2011 is essential.

If you would like to hear more about this opportunity please get in touch.