Records Manager

Edinburgh, United Kingdom
Tuesday, 24 September 2019
End of advertisement period
Thursday, 24 October 2019
Contract Type
Full Time

Closing date 24 Oct 2019 23:00 (UK time)
Salary £32,817–£40,322 (Grade 7)
Location Edinburgh
Department Information Governance, Governance & Legal Services
Category Professional & Managerial
Status Full Time

About Heriot-Watt University

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages.

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and practical, leading-edge research, which has made it one of the top UK universities for business and industry. We connect with industry at every level and develop programmes to match their needs – so employers get work-ready industry-fit graduates.

Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.

We have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.

For full details on our University please view our Careers at Heriot-Watt http://www.hw.ac.uk/about/careers-at-heriot-watt.htm

About our Team

Information Governance is a professional service team within the Governance and Legal Services Directorate.

Working collaboratively with colleagues within the Directorate and across the University to support the University’s mission and contribute to its strategic priorities, we promote effective information governance to support University business worldwide and manage information risk to meet relevant legal, regulatory and audit requirements.

Detailed Description

The role holder will provide specialist records management advice and expertise to enable the University to optimise use of information and manage information risks throughout their lifecycle. Reporting to the Head of Information Governance and Data Protection Officer (HIG&DPO) the role holder will:

  • Recommend information governance policy, procedures and guidance to manage the consistent and effective use information and records throughout their lifecycle across the Global University
  • Recommend measures to embed data protection by design and default and data subject rights into information systems, applications and processes
  • Promote effective information governance in the design and operation of systems, applications and procedures to realise business benefits, meet operational and regulatory requirements and mitigate information risks so that users “do the right thing with data” by default
  • Review and monitor record keeping systems and processes on all University campuses
  • Provide timely, expert advice on all aspects of record keeping and oversight of externally provided records storage and retrieval services
  • Assist in managing and responding to data protection and freedom of information requests and investigate potential data breaches

Key duties and responsibilities

The post holder will:

  • Apply specialist professional knowledge and expertise to recommend records management policy, procedures and guidance to manage the consistent and effective use of Office 365 and other applications to enhance online collaboration; enabling the Global University to realise the business benefits, meet its operational and regulatory requirements and comply with relevant legislation, including data protection and freedom of information laws, and mitigate information risks
  • Work collaboratively with colleagues in IG, Information Services (IS) and users to identify end to end process and information lifecycle needs when new or enhanced systems, applications and processes are being developed; advise on, recommend and review information governance architecture and controls (permissions and access rights management, folder structures, metadata, etc.) to facilitate the efficient capture, recording and retrieval of information, embed data protection by design and default and data subject rights into the configuration and use of systems, applications and processes, enable secure collaboration on a business need to see basis and easily apply University records retention and destruction policies
  • Assist the IG and DPO in advising colleagues on applying information governance and data protection by design and default to projects and activities, advising on and reviewing data protection impact assessments and information risk mitigation
  • Work with the IG team to recommend, review and update University information governance policies, procedures and guidance to ensure these continue to meet current legal requirements and are in line with codes of conduct and best practice produced by external regulators
  • Review and monitor the application of University information governance policies, procedures and standards in record keeping systems and processes on all University campuses
  • Recommend appropriate records retention policies to meet legal and operational requirements; liaising with the Archivist, IS, who is responsible for archival policies
  • Manage the provision of offsite records storage and retrieval services, liaising with users and the service provider
  • Work under the guidance of the HIG&DPO to research, design and deliver training and guidance to educate and empower users to make responsible and effective use of applications and apply information governance standards and good practice
  • Work with the Information Governance Officer and IG team to provide specialist advice and guidance to a network of information governance practitioners across the University Group
  • Work with members of the IG team as necessary to manage and respond to freedom of information and data protection requests and investigate potential data breaches

Education, qualifications and experience


  • Educated to degree level with a postgraduate/professional qualification in records management; or substantial relevant experience at a professional level
  • Excellent oral and written communication skills, with a high level of competence in written and spoken English
  • Strong IT skills including proven knowledge and experience of applying lifecycle information governance principles to SharePoint and Office 365 applications
  • Demonstrable experience and skills in building positive working relationships as a team member and supporting change management; with the proven ability to communicate effectively and empathetically with colleagues at all levels to persuade users of the benefits of new ways of working, provide helpful guidance and advice, address concerns and manage expectations
  • A pleasant, helpful and professional manner and confidence and diplomacy in dealing with internal customers and external bodies and individuals
  • Possess sufficient breadth and depth of specialist knowledge in information governance law and good records management practice to advise others, and communicate their knowledge to a lay audience in a concise, and engaging way
  • Ability to build and maintain a good understanding of the Global University’s business objectives, data processing activities and processes and associated information governance risks
  • A flexible and adaptable approach, with a proven ability to prioritise workload to meet deadlines
  • A high degree of analytical skills, attention to detail and accuracy of data handling and in all areas relating to the post
  • Demonstrable application of sound information governance in own work, including maintaining appropriate confidentiality of written and verbal communications
  • Established record of engagement in continuous professional development to keep knowledge and skills up to date


  • Relevant professional experience within a Higher Education environment

How To Apply

Applications can be submitted up to midnight (UK time) on Thursday 24 October 2019.

Interviews to be held week beginning 4 November 2019. Informal enquiries about the role can be emailed to Ann E Jones A.E.Jones@hw.ac.uk or by telephoning 0131 451 3219.

At Heriot-Watt University we understand that being diverse makes us better which is why we support a culture of respect and equal opportunity, and value diversity at the heart of what we do. We want to increase the diversity of our workplace to underpin a dynamic and creative environment.

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

This role does not meet the minimum requirements set by UKVI to enable sponsorship of non-European nationals. Therefore we cannot progress applications from candidates who require sponsorship to work in the UK. For further information on this please visit the UK Visas and Immigration website: https://www.gov.uk/browse/visas-immigration/work-visas

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.