Records Manager

This is an Expression of Interest (EOI) opportunity, available on a lateral move basis only. Applications are open to Core Scottish Government employees only.  

Grade -  B2

Advert type -  Level Transfer

Duration - Permanent- for use with level transfers only

Eligibility - Expressions of interest are invited from substantive colleagues on level transfer 

Skilled Worker Sponsorship not being offered

Skilled Worker sponsorship is not available for this role. As a result, we are unable to appoint candidates who require Skilled Worker sponsorship now or in the future. Applicants must have an existing and ongoing right to work in the UK.

Would you like to play a key role in preserving Scottish Government’s corporate record for future generations of the people of Scotland?.

The Records Manager post in our Archiving Team which is part of the wider Records Management Team within the Knowledge and Information Management Branch. The Records Management Team provide records management advice and support to colleagues across the organisation ensuring that the organisation remains compliant with key legislation such as the Public Records (Scotland) Act 2011. 

One of its key duties is to arrange the transfer of records to National Records of Scotland (NRS) for archive on an annual basis in order to ensure Scottish Government (SG) deliver on retention arrangements specified in our published Records Management Plan.

You will have a vital role to play in this annual exercise and will be a key liaison point between SG and NRS, whilst also providing advice and guidance to SG Divisions on sensitivity reviewing of electronic files due to transfer to archive. The Records Manager will also have a key part to play in ensuring that the eRDM system is updated post transfer in order that the SG corporate record is appropriately maintained. 

They will additionally undertake sensitivity reviews of both legacy paper and electronic files prior to transfer to NRS to ensure that information which should not immediately be released to the public on transfer is redacted in line with relevant exemptions.

The postholder will have line management responsibility for one member of staff and report to the SG Corporate Records Manager. The role requires regular working in Saughton House, Edinburgh as this is where our legacy paper records are stored.

Responsibilities

• Identify files due for transfer in line with arrangements specified in the SG Records Management Plan and act as the key liaison point for Directorates and NRS.
• Lead on providing advice and guidance to SG Divisions on sensitivity reviewing of electronic files which are due to transfer to NRS for archive and provide advice on how to use the Corporate Redaction tool (Objective Redact).
• Assist with communications to the Senior Information Risk Owner (SIRO) and Ministers regarding what is due to be published and liaise with Communications Team colleagues when publication is due.
• Work with the SG Corporate Records Manager and Objective to prepare and extract the records from eRDM before arranging their secure transfer to NRS for subsequent release to the public thereby keeping SG compliant with the Public Records (Scotland) Act 2011. Following NRS confirmation of the successful transfer of the records lead on recording NRS references and disposal of the files from eRDM.
• Act as a key liaison point for NRS when it comes to handling requests for access to SG information which has been archived ensuring that the relevant SG business area undertakes sensitivity reviews within legislative timeframes.
• Undertake sensitivity reviews on legacy paper and eRDM files to be archived working with our Legacy Paper Records and eRDM Records Management Teams to arrange subsequent transfer to NRS.

Success profiles 

Success profiles are specific to each job and they include the mix of skills, experience and behaviours candidates will be assessed on.

Experience:

• Strong demonstrable working knowledge of records and information management policies and procedures and the eRDM system.
• Experience of working with contacts outside your own team to deliver quality customer service in line with their needs and expectations.

Behaviours:
 

Behaviours are listed in the Profession Job Profile, marked with a star (*). each of these need to have the Level included – this is based on the grade (see Job Advert Guide for further information).

• Leadership (Level 3)
• Communicating and influencing (Level 3)
• Seeing the big picture (Level 3)
   

You can find out more about Success Profiles Behaviours, here: Behaviour levels - Success profiles: candidate guide - gov.scot

Working Pattern 

The role requires regular working in Saughton House, Edinburgh as this is where our legacy paper records are stored.

How to apply

Apply online, providing a CV and Supporting Statement of no more than 1000 words which provides evidence of how you meet the skills, experience and behaviours listed in the Success Profile above.

Artificial Intelligence (AI) tools can be used to support your application, but all statements and examples provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, and presented as your own) applications will be withdrawn and internal candidates may be subject to disciplinary action.  Please see our candidate guidance for more information on acceptable and unacceptable uses of AI in recruitment.

Interviews

Interview schedule to be confirmed

If invited for further assessment, this will consist of an interview and a Presentation.