Nuclear Waste Services has a vacancy for a Records Advisor flexible working across the NWS Estate.
As part of this role, you will directly support the business functions with the records management lifecycle through training, education, and guidance. This includes but not limited to, linking functional records to business context, creation of functions record retention schedule’s, identifying and supporting record storage, migration, archiving and destruction activities.
Roles and Responsibilities
- To be aware of and abide by the company’s Standards and Expectations.
- Comply with legislative, regulatory and company policy, standards, and procedures e.g., safety, quality, risk, security etc, applicable to the role.
- Comply with company’s information risk management processes, with respect to information assets.
- To be aware of the environmental issues associated with your role.
- To challenge personnel on issues, processes and procedures that may have an adverse effect on quality, safety, security and environment.
- To deliver set Records Management objectives.
- To provide Records Management support to all areas of the business, through advice, guidance, leadership, and direction on any issues/queries.
- Support the organisation to identify the business classification, linking key business records to a department’s context.
- Ensuring that an up to date fit of purpose record retention schedule is readily available for all within the organisation.
- Ensure that controlling business processes identify the correct records and the metadata aligns to the record retention schedule.
- Support the organisation with the storage requirements for records management including media, metadata schemes, access controls, indexing, review cycles, disposition actions.
- Conduct assurance activities to ensure all records identified are present and correct in-line with regulative/legislative retention requirements.
- Supporting the organisation with any digital preservation/migration activities identified.
- Work closely with the business functions for the transfer of records from NWS to the national archive including electronic transfer.
- Create reports for record review cycles and disposition actions and work with the relevant functions to ensure actions are completed in line with company processes.
- To ensure record appraisals are conducted on a regular basis to ensure NWS are capturing all the correct records relevant to meet the business requirements.
- Conduct record storage and media checks ensuring records stored meet the specified requirements and are accessible.
- Support the organisation with any record retrieval requests.
- To facilitate, guide and assist in the training of the business to develop the skills and abilities of others for the benefit of the company in respect of Records Management, where appropriate.
- Support the continual improvement and maintenance of the records management documentation.
- Be actively involved in all record management improvement initiatives and projects with the records manager including, planning, development, testing and implementation.
- Ensure suitable and relevant communication is produced that can be distributed to the organisation regarding records management.
- Prepare reports and metrics and consult with regulators, certification bodies and customers if required on matters relating to records management performance.
- Identify, investigate, and resolve record management deviations and non-conformities.
- Conduct any audit and assurance activities as and when instructed by the audit and assurance programme.
- Complete any actions assigned in a timely manner.
Experience Required
Essential
- Experience in a records management role
- Experience in creating and managing business classification schemas.
- Experience in creating and managing business Metadata schemas.
- Experience with indexing and archiving of records.
- Experience with creating record retention schedules.
- Experience with using electronic document record management systems (EDRMS)
- Familiar with authenticity, reliability, integrity, use-ability in terms of record management characteristics.
- Strong verbal and written communication skills – able to present findings and justify conclusions.
- Self-starter to identify risks or opportunities in role and propose action to mitigate risk or realise benefit.
Desirable
- Educated to degree level in records management.
- Member of an appropriate professional body relating to the scope of the role.
- ISO internal auditor qualified.
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