Enhancing Online Collaboration Project Records Manager

Heriot-Watt University - Information Services

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

Detailed Description

The role holder will use specialist knowledge and expertise to play a key part in the University Enhancing Online Collaboration project. Reporting to the Head of Information Governance and Data Protection Officer (HIG&DPO) with dotted line reporting to the Enhancing Online Collaboration Project Manager, the role holder will work closely with the SharePoint Developer, Communications Officer and end users, along with other colleagues in the Information Governance and Information Services teams. The role holder will:
· Recommend information governance policy, procedures and guidance to manage the consistent and effective use of Office 365 applications to enhance online collaboration across the Global University.
· Recommend measures to embed data protection by design and default and data subject rights into these applications
· Promote effective information governance in the design and operation of the integrated Office365 applications to realise the business benefits, enable the Global University to meet its operational and regulatory requirements and mitigate information risks so that users “do the right thing with data” by default.

The role holder will use specialist knowledge and expertise to play a key part in the University Enhancing Online Collaboration project. Reporting to the Head of Information Governance and Data Protection Officer (HIG&DPO) with dotted line reporting to the Enhancing Online Collaboration Project Manager, the role holder will work closely with the SharePoint Developer, Communications Officer and end users, along with other colleagues in the Information Governance and Information Services teams. The role holder will:

· Recommend information governance policy, procedures and guidance to manage the consistent and effective use of Office 365 applications to enhance online collaboration across the Global University.

· Recommend measures to embed data protection by design and default and data subject rights into these applications

· Promote effective information governance in the design and operation of the integrated Office365 applications to realise the business benefits, enable the Global University to meet its operational and regulatory requirements and mitigate information risks so that users “do the right thing with data” by default.

Key duties and responsibilities

Apply specialist professional knowledge and expertise to recommend information governance policy, procedures and guidance to manage the consistent and effective use of Office 365 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 the SharePoint Developer, users and the supplier to identify end to end process and information lifecycle needs; design, review and advise on SharePoint Online 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 these applications, enable secure collaboration on a business need to see basis and easily apply University records retention and destruction policies.
Monitor implementation of information structures and controls developed in the course of the project, liaising with the IG Records Manager and IG team to ensure that the project embeds efficient information management and complies with University information governance policies.
Work with the project team and 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 the applications and seamlessly apply information governance standards and good practice in the SharePoint Online/Office 365 environment
Work with the project team and the IG team to provide specialist advice and guidance to a network of SharePoint/Office 365 information governance practitioners across the University Group.
Work collaboratively with the project team, the IG team, site managers and users to review the content of the SharePoint 2010 staff intranet as an integral part of the decommissioning process and recommend and monitor the delivery of an action plan to apply University records retention policies and implement the orderly review, deletion, or migration of legacy content to SharePoint Online or archiving to a digital preservation medium as appropriate, on the recommendation of the Archivist, IS.
Work with the IG team to review and update other relevant University information governance policies, procedures and guidance in the light of the project to ensure these continue to meet current legal requirements and are in line with codes of conduct and best practice produced by external regulators.

Apply specialist professional knowledge and expertise to recommend information governance policy, procedures and guidance to manage the consistent and effective use of Office 365 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 the SharePoint Developer, users and the supplier to identify end to end process and information lifecycle needs; design, review and advise on SharePoint Online 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 these applications, enable secure collaboration on a business need to see basis and easily apply University records retention and destruction policies.
Monitor implementation of information structures and controls developed in the course of the project, liaising with the IG Records Manager and IG team to ensure that the project embeds efficient information management and complies with University information governance policies.
Work with the project team and 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 the applications and seamlessly apply information governance standards and good practice in the SharePoint Online/Office 365 environment
Work with the project team and the IG team to provide specialist advice and guidance to a network of SharePoint/Office 365 information governance practitioners across the University Group.
Work collaboratively with the project team, the IG team, site managers and users to review the content of the SharePoint 2010 staff intranet as an integral part of the decommissioning process and recommend and monitor the delivery of an action plan to apply University records retention policies and implement the orderly review, deletion, or migration of legacy content to SharePoint Online or archiving to a digital preservation medium as appropriate, on the recommendation of the Archivist, IS.
Work with the IG team to review and update other relevant University information governance policies, procedures and guidance in the light of the project to ensure these continue to meet current legal requirements and are in line with codes of conduct and best practice produced by external regulators.

Education, qualifications and experience

Essential
• 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 Online 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 to enable colleagues to use the applications effectively.
• 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 Group’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.

Essential

• 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 Online 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 to enable colleagues to use the applications effectively.

• 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 Group’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.

How To Apply

Applications can be submitted up to midnight (UK time) on Sunday 30th June 2019.

It is proposed that interviews will take place week commencing 8th July 2019.

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

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.

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.