Records Management Trainee

(For information only)

1. Job Details

Job title: Records Management Trainee
School/Support Department: Records Management Section, Academic Registrar's Division
Line manager: University Records Manager

2. Job Purpose

To assist with the development and implementation of high-quality records management systems for the University's corporate records.
To assist with positioning the University to comply with the requirements of the Freedom of Information (Scotland) Act, the Environmental Information (Scotland) Regulations and the Data Protection Act (collectively called, “information legislation”).
To contribute to the support and encouragement of improved records management practice across the University as a whole.

3. Main Responsibilities

	Approx. % of time
1. To co-ordinate the handling of information requests under information legislation to ensure that the University meets its legal obligations in an appropriate, complete and timely manner.	25
2. To review departmental legacy records, making recommendations as to whether these should be destroyed or transferred to the University Archives, and implementing these recommendations once they are approved.	30
3. To develop and implement internal procedures so that records management staff know how to operate the departmental records management system.	10
4. Act as secretary to committees and groups such as the Freedom of Information Promoters Group to ensure the delivery of a high-quality committee service.	10
5. Conduct quality assurance of University’s publication scheme to ensure that appropriate and complete information is published in line with the University’s statutory obligations, that website links work and that information is published to the timetable specified in the scheme and produce a report of any issues identified.	5
6. To research, develop and implement straightforward records management and information legislation guidance, procedures and tools to assist the University in complying with information legislation and in managing its records in the most efficient and effective way.	5
7. To provide a records management service for policy and planning sections in the absence of the Records Officer.	5
8. Undertake such other duties as may be assigned from time to time.

4. Planning and Organising

Information requests arise with no notice and have tight deadlines imposed by legislation; the job-holder must ensure that staff throughout the University meet them to reduce the risk of the University being investigated by regulatory bodies, subject to legal action or having its reputation damaged.
Planning and organising Promoters meetings, up to 3-4 months in advance, including compiling the agenda, writing some papers and making room bookings and equipment arrangements.

5. Problem Solving

Is proactive in suggesting quality and procedural improvements eg when conducting quality assurance of the publication scheme.
Works with supervision to translate records management best practice and information legislation requirements into practical procedures and guidance documents.
Prioritises own work to ensure that the competing demands of statutory, short-term deadlines and longer term projects are both met.

6. Decision Making

Advises University staff on how to deal with straightforward information requests, in line with University procedures.
Advises staff on the use of the departmental records management system.
Working under the supervision of the University Records Manager, takes decisions on the destruction of legacy records.
Decides which enquiries require referral, and which can be dealt with by the jobholder.

7. Key Contacts/Relationships

Advises 6 senior-level freedom of information Promoters, 164 Practitioners (often at junior administrative level) and senior staff, including the University Secretary, requiring advice and assistance in handling freedom of information requests to ensure that the University complies with its legal obligations.
Under the supervision of the University Records Manager or Deputy Records Manager, answers enquiries from students, journalists and other external enquirers seeking to exercise their rights under information legislation.
Advises approx 45 users of the Policy and Planning records management system on the department’s records management procedures to make sure that they receive an efficient and effective records management service.

8. Knowledge, Skills and Experience Needed for the Job

A good honours degree, an intention to study for a relevant professional postgraduate qualification and some knowledge of records management, freedom of information or data protection are essential.
Good oral and written communication skills combined with analytical skills, such as the ability to structure a clear argument and a keen attention to detail.
Good time management and self-organisation skills, including an ability to work on own initiative with limited supervision, while recognising issues that require onward referral.
Good interpersonal skills, including the ability to deal with individuals at all levels in the University and to work as part of a team.
Good IT skills, particularly FrontPage and Excel.

9. Dimensions

Anyone can make an information request to the University. The University received 109 information requests in 2007, 33 from journalists. Co-ordinating the response to these requests could involve the job-holder in contacting any member of University staff to identify relevant information, but particularly the University Secretary and freedom of information Practitioners and Promoters, as well as contact with the applicant for information.
Any member of University staff could potentially use the records management and information legislation guidance prepared by the job-holder. It is particularly relevant to the University’s 6 Promoters and 164 Practitioners.
The job-holder must have knowledge of 3 different filing systems used in the department at different times, one of which is complex.
All departmental staff (c45 people), the University Secretary’s office and the Principal’s office use the full range of records management services provided by the Central Records Registry.

10. Job Context and any other relevant information

This post is a training post, designed to give the job-holder the work experience required to obtain a place on a professional postgraduate qualification programme.

The post is based within the University’s Records Management Section, which is responsible for promoting records management, data protection and freedom of information compliance throughout the University. It gives help and advice to all parts of the University on information management issues including records management practices and procedures, data protection and freedom of information and a full records management service to its parent department. Further information on the work of the Records Management Section is available at www.recordsmanagement.ed.ac.uk. The Records Management Trainee will assist with the provision of the full range of the Section’s responsibilities.

The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336