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Information Coordinator records Management

Omni RMS
Job LocationLondon
EducationNot Mentioned
SalaryCompetitive salary
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent , full-time

Job Description

Team OverviewThe role of the Governance and Accountability team is to ensure that all Ofcoms work is compliant by design, through procedures which comply with the law and are consistently applied. Our Accountability functions include:

  • Records management;
  • Ensuring statutory requirements are complied with on behalf of Ofcom in relation to GDPR/Data Protection and the Public Records Act;
  • Knowledge Management;
  • Dealing with Freedom of Information requests;
  • Maintaining and publicising the whistleblowing and gifts and hospitality registers;
  • Consideration of conduct complaints to the Corporation Secretary;
  • Ofcoms non-executive recruitment and consideration of potential conflicts of interest;
  • the provision of an executive policy and research team to support the work of the Communications Consumer Panel;
  • Our Governance team is responsible for the smooth running of Ofcom Boards, Committees and Panels and advises on governance requirements and governance best practice.
Purpose of the RoleThis role is based within the Records & Information Management team (RIM) and will require you to work with a wide range of colleagues to ensure that Ofcom complies with its obligations under the Public Records, Data Protection and Freedom of InformationActs. You will be one of the key contacts in the RIM team and will assist colleagues to comply with Ofcoms information management policies. This is a great opportunity for someone with experience of, or an interest in, information governance and legislation,as the post-holder will play a key role in managing Ofcoms retention process.You will have responsibility for managing the relationship with Ofcoms offsite records storage provider as well as managing day to day transactions with teams across Ofcom. A key part of this role is ensuring Ofcoms records are managed in accordance withour retention schedule, managing the destruction process efficiently and working within The National Archives guidelines to prepare our records accordingly.As part of a team you will work with colleagues across Ofcom to make the most of SharePoint. You will assist with the site creation process and provide general support and advice on permissions and site development.Key responsibilities
  • ensure that teams have the policy and practical support they require to take responsibility for managing their information at a local level, promoting good information management;
  • work with our network of information contacts across the organisation and to ensure the network is fit for purpose and cohesive;
  • be part of a wider review into the organisations future requirements for physical and electronic storage;
  • assist with initiatives including supporting teams in their best use of SharePoint Online, Microsoft Teams and other information repositories;
  • take an active part in implementing Ofcoms retention periods, in particular taking responsibility for the project closure process;
  • be involved in the preparation of documentation for National Archive assessment and transfer;
  • be responsible for the maintenance and promotion of Ofcoms Contracts register.
  • assist as necessary with general day to day activities such as the transfer of boxes to and from the offsite storage facilities and respond to enquiries.
  • Be a team player, supporting other members of the team as required
Skills, Knowledge and experience
  • Experience of working in the Public sector and an understanding of compliance with the Public Records Act
  • Knowledge of the Data Protection Act and UK GDPR in particular in relation to retention of information
  • Comfortable and confident when communicating information about risks, issues, and ideas across the organisation
  • A skilled, empathetic communicator who is able to engage in conversations with a variety of colleagues in specialist roles
  • Possess a great eye for detail and produce high quality output
  • Self-motivated with a flexible approach to tasks
  • Programme and project management skills
  • Experience of Microsoft office programmes in particular SharePoint, Access, Word, Excel and PowerPoint.

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