Records Management Officer (Sharepoint) Job Description

Records Management Officer (Sharepoint) Job Description

Responsible to: ccountable to: Records Manager Director of Student and cademic Services Overall Purpose To assist the Records Manager to take forward the implementation of the University Records Management Policies and procedures. To develop and oversee the lectronic Document and Records Management System. To manage Data Protection Subject ccess requests, as directed. To identify potential risks to personal data within Sharepoint. Principal Duties and Responsibilities To provide detailed, expert and technical advice on data, information and records management issues for staff both in in written responses and verbal reports. To provide detailed, expert and technical advice on Sharepoint for staff, students and external partners both in written responses and verbal reports. Develop and maintain record classification within SharePoint to facilitate auto metadata capture. Responsible for providing subject matter expertise of all activities of the records management program with an emphasis on DRM within Sharepoint. To analyse tabulated information and reports and present findings to senior staff within SS and the wider University. ct as lead for the Records Management team and the wider SS department on planning and development processes for major information system change from OpenText to Sharepoint to ensure that records management functionality appropriate to the records/information assets they support is included in system design. Lead on the development and maintenance of the electronic records deletion approval process and ensure that appropriate certifications relating to routine destruction (and destruction holds) are created and retained. Develop written marketing communications to all University staff regarding the value and usage of Sharepoint. Create and present training in conjunction with the Staff Development Team to encourage a reduction of the volume of information retained by employees outside the Sharepoint system. nsure that the University SharePoint is in compliance with Data Protection, GDPR and other legislative drivers. Identify and write reports to the Records Manager (University Data Protection Officer), Senior University Management staff and the Vice Chancellor where appropriate, on Data Protection breaches within Sharepoint. arly identification and remediation of issues will prevent the University being fined substantial sums. Work with the Records Manager to redevelop the records retention schedule to take account of new regulatory environment, updating all relevant regulatory citations and ensure that the schedule is applied consistently by all University staff and contractors to all information, via set disposal actions in SharePoint. Page 1

To provide verbal and written guidance, and technical advice to staff so as to ensure compliance with legal and external regulations and obligations referring complex cases to the Records Manager as appropriate. To identify issues related to GDPR compliant use of Sharepoint among University departments and within university practices, proposing solutions to ensure better compliance, referring complex breaches to the RM where necessary. To produce high quality information, data and reports for senior University managers to highlight system usage, faults and data breaches on a quarterly basis. To lead information audits in agreed areas as identified in agreement with the University Records Manager. This will include liaison with areas of the University and their staff analysing their content and generating suggested outcomes and proposing actions to improve compliance and manage risk where relevant. nsure that all staff receive advice and guidance by generating online FQs and leaflets, and provide ad-hoc training to support that provided by Staff development regarding use of Sharepoint, and Records Management more generally. udit and report on SharePoint information types, user statistics, team sites, libraries, etc to ensure policies are being followed, the system is being correctly utilised and provide follow-up floor walking based on any issues found. Work with the University IT Department to build records management functionality into SharePoint architecture and to ensure they appropriately support the records/information assets to enable the data to be retrievable, authentic, and accurate. Perform day to day management of the system including discovery management, legal holds, document productions, document retention reviews, etc. To supervise records management projects within the institution as directed by the Records Manager. This will involve managing projects in other departments so as to achieve the University s paperless and information compliance goals, therefore a tactful approach is needed. Undertake small projects contributing to larger Office objectives. To develop local and national network contacts relating to Sharepoint and Records Management. To represent Records management matters on university working groups as required. Manage personal workload and adjust priorities as required. To deputise for the Records Manager as appropriate and in his absence. This includes acting as a filter for issues and problems associated with records management, Sharepoint and identifying solutions to support initial resolution of those issues. Generic Duties and Responsibilities The post holder will be expected to undertake other responsibilities and tasks as reasonably requested. The post holder will be responsible and accountable for ensuring all employment legislative requirements are adhered to including equality and diversity and health and safety issues. The job description may be altered at any time in the future in line with the level of the post to meet changing institutional requirements, but only in full consultation with the post holder. Page 2

Person Specification Please ensure that your application statement provides clear and specific examples to illustrate how you meet each essential criterion. pplicants that fail to do so will not be shortlisted. Criteria Qualifications Please see Key below ssential / Desirable ssessment Methods 1 Minimum of a post graduate degree in rchives, Records or other information based field; or equivalent experience working in either Records Management or IT with a strong RM focus Skills, Knowledge and xperience 2 Proven experience of working with Sharepoint preferably with a System dmin role /I 3 bility to supervise the workload of a small team of volunteers as required 4 Previous experience maintaining enterprise-wide records management processes and information technologies /T 5 bility to adapt to technological and legislative advances and changes in the workplace /I 6 Working knowledge of current legislation regarding Data Protection, privacy, and freedom of information /I/T 7 bility to respond in a professional manner to requests from students, academic staff and external partners I 8 bility to identify and deal with potential breaches of information compliance /T 9 bility to manage projects 10 xperience of developing electronic document systems and ability to teach others to use the system /I 11 bility to write reports on progress and to run reports from Sharepoint to demonstrate progress or to highlight issues /I 12 bility to build strong and collaborative relationships with other Departments and external organisations in order to successfully develop Sharepoint in the best interests of the University /I 13 xcellent level of IT proficiency particularly in Sharepoint or OpenText CS Page 3

14 Knowledge of the education sector and the specific regulatory environment impacting the creation, management and retention of records in this area D 15 Strong knowledge of business process analysis and improvement practices D Personal Qualities 16 xcellent verbal and written communication skills /I 17 ble to work unsupervised, completing tasks assigned within agreed timeframes I 18 ble to work collaboratively and as a member of a small team I 19 Organised and methodical /I 20 ble to work to a specified standard, maintaining a high standard of accuracy I/T 21 ptitude for training others D 22 ble to take initiative within overall guidelines for the area of work 23 bility to adapt to organisational change 24 bility to adapt to technological advances in the workplace () ssential (D) Desirable () pplication (I) Interview (T) Test (P) Presentation Page 4

Terms and Conditions of mployment Job Title: Duration: Hours: Salary: Work Base: Pension: Holidays: Fixed term: 18 months Full time: 37 hours per week Grade 6: 26,495-32,548 per annum Park Campus or any of the University of Northampton premises as required ligible to join the Local Government Pension 23 days per annum plus 5 days after 5 years continuous service plus Bank Holidays and Closed days Notice period: 1 month Probationary period: 6 months dditional Points to Note pplicants are required to provide two referees who can give an opinion on academic and/or professional work experience. Successful applicants are required to provide any stated/required qualifications and evidence of any memberships to professional bodies. pplicants must provide evidence of their right to work in the UK in accordance with the sylum and Immigration ct 1996 and Immigration sylum and Nationality ct 2006. The starting salary for all new appointments and internal promotions will normally be at the minimum point of the grade. Should you be shortlisted to attend an interview the University will not reimburse you for any expenses incurred. Page 5