Compliance and Risk Adviser – Records Management

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Compliance and Risk Advisor - Records Manager

Cardiff University’s success depends largely upon the commitment, energy and enthusiasm of the people working here.

That's why we strive to provide excellent working conditions and policies for our staff, with benefits ranging from hybrid working, generous leave entitlement and training and development opportunities.
Our inclusive environment welcomes applications from talented people from diverse backgrounds.
Cardiff University is looking to appoint an experienced Records Manager to help the university with how we manage our records from creation through to disposal, maintaining the university’s records retention policies. The role involves work with key departments across the university to provide appropriate guidance so that the university’s systems have governance rules in place to manage the records they hold.
The successful candidate will report to the Senior Compliance and Risk Advisor (Data Protection Officer) and will support the second line of assurance for the team supporting matters of information governance as required.
We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression. We are a proud Living Wage supporter.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you may spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.

Please contact Andrew Lane ([email protected]) for an informal, confidential discussion about the role.

This post is open-ended, part-time 21 hours per week (0.6 FTE).

Salary: £39,347 - £44,263 per annum (pro-rata) (Grade 6)

Date advert posted: 26 March 2024

Closing date: 11 April 2024

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

Job Purpose
To provide specialist advice and develop policy and procedure in respect of the management of the
University’s modern records in order to enable regulatory compliance and business efficiency.

Duties and Responsibilities

Key Duties
•    Provide professional advice and guidance on records management and records retention policies, processes and procedures to internal and external customers that will have University wide impacts, using judgement and creativity to suggest the most appropriate course of action where appropriate, and ensuring complex and conceptual issues are understood.
•    Take responsibility for resolving issues independently within the area of records management where they fall within set role objectives.
•    Investigate and analyse specific issues with how the university manages its records, creating recommendation reports, supported by advances within the field of records management.
•    Ensure that the provision of records management is delivered to the institution, proactively changing the delivery according to customer requirements.
•    Establish and develop working relationships with key contacts, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required.
•    Create and develop specific working groups from colleagues across the University to achieve school and departmental objectives.
•    Plan and deliver specific small scale projects, co-ordinating and supervising project teams created as needed.
•    Develop and deliver training to ensure that relevant University staff understand information legislation and records management principles and requirements and know what they need to do to comply with them.
•    Undertake a variety of administrative duties to support the department.
•    Instruct and guide other employees across the University to provide specialist records management assistance on an ad hoc basis to departments and schools.
•    To support the University’s Major Incident Planning procedures in relation to management of critical records.

General Duties
•    Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
•    Abide by University policies on Health and Safety and Equality and Diversity.
•    Perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

Essential Criteria

Qualifications and Education
1.    Degree/NVQ 4 or equivalent Professional membership/experience.

Knowledge, Skills and Experience
2.    Substantial experience of working within the area of records management.
3.    Able to demonstrate professional knowledge of records management standards and best practice to give advice and guidance to internal and external customers.
4.    Proven experience in developing new processes and procedures.

Customer Service, Communication and Team Working
5.    Ability to communicate conceptually detailed and complex information effectively and professionally with a wide range of people.
6.    Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.
7.    Proven ability to develop networks in order to contribute to long term developments.

Planning, Analysis and Problem solving
8.    Evidence of ability to solve expansive problems using initiative and creativity; identify and propose both practical and innovative solutions.
9.    Evidence of demonstrable knowledge of key advances within the discipline of records management.
10.    Evidence of ability to undertake and deliver specific projects and supervise short term project teams.

Desirable Criteria
11.    Postgraduate/Professional qualification.
12.    Experience of working in a Higher Education environment.
13.    Fluency in Welsh, written and oral.

Job Category

Business / Strategic Management