Current vacancies

Document and Records Manager

Job details

No. of posts: 1
Vacancy Reference Number: OGA 058
Grade HEO
Salary: £32,551
Location: Aberdeen
Travel to other locations with UK? Yes
Some limited travel within the UK
Appointment Type Permanent
Appointment Term Full time
Level of Security clearance BPSS
Medical required? No

Unless otherwise stated consideration will be given to requests to work on a part time or job share basis. Flexible working hours can also be considered.

Application details

Closing date for applications: 11 Apr 2018

Brief overview of role

Based in Aberdeen and working within the Information Services team in the Corporate Directorate, the job holder will report to the Compliance Manager.

The Document and Records Manager is a new position in the OGA Corporate Directorate. You will be responsible for managing the document and records management service across the OGA.

You will lead on improvements in document and records management across the OGA, developing and implementing policy, procedure and solutions. You will also play an important role in supporting the wider IM function, helping to meet our regulatory obligations and business needs. You will be joining a changing organisation at an exciting time, and will benefit from our supportive and flexible working environment.

Detailed job description and key responsibilities

The team works in a fast-paced environment, which sometimes means responding to new priorities, however, the key aspects of the role will include:

  • Efficient, secure and cost-effective operation and improvement of the OGA’s document and records management systems (SharePoint).
  • Work with & improve legacy systems as required including classification, cataloguing, taxonomies and search.
  • Develop and maintain accurate records systems and plans to provide the definitive official source of OGA documents and records.
  • Review and implement processes required to receive, quality-control, retain and make available documents and records.
  • Support OGA users in managing documents and records effectively by providing training, support and guidance on OGA documents and records management systems, building a productive network of contacts within the business and being the subject matter expert in this area.
  • Developing and maintaining the OGA file plan and associated structures and record retention schedule in accordance with legislation and government guidelines.
  • Monitor and report on records management and information governance compliance and security.
  • Work with stakeholders, peers & partners to ensure that the OGA benefits from developments in best practice and guidance from professional records management organisations.
  • Work with colleagues on information security, business continuity and risk management and legal to ensure that records and their management are appropriately represented in these areas.
  • Develop policies and procedures to support effective records management, including physical records.
  • Ensure that OGA systems are optimised to improve collaboration and that the technologies used to manage records support to regulatory excellence.

Person specification

  • Competence 1: Delivering at Pace - Regularly monitor own and team’s work against milestones or targets and act promptly to keep work on track and maintain performance; Show a positive approach in keeping their own and the team’s efforts focused on the goals that really matter
  • Competence 2: Building Capability for All - Continually seek and act on feedback to evaluate and improve their own and team’s performance; Proactively manage own career and identify own learning needs with line manager, plan and carry out work-place learning opportunities; • Identify and address team or individual capability requirements and gaps to deliver current and future work
  • Competence 3: Collaborating and Partnering - Establish relationships with a range of stakeholders to support delivery of business outcomes; Actively seek input from a diverse range of people; Encourage collaborative team working within own team and across the Department
  • Competence 4: Managing a Quality Service - Make effective use of project management skills and techniques to deliver outcomes, including identifying risks and mitigating actions; Develop, implement, maintain and review systems and service standards to ensure professional excellence and expertise and value for money; Develop proposals to improve the quality of service with involvement from a diverse range of staff, stakeholders or delivery partners

Specialist Skills, Qualifications, Experience, Licenses, Memberships or Language

Essential Desirable
• Sound understanding of records management principles and their application in practice
• Ability to write clear policies, procedures and retention schedules
• An understanding of the practical application of classification, cataloguing and taxonomies
• Superuser experience of documents and records management computer applications
• Knowledge of SharePoint or - document libraries, Project Sites and Team Sites
• Understanding of data governance principles
• Experience of working within a regulated environment
• Membership or chartered within The Records Management Society or Charted Institute of Library and Information Professionals

Application Process and Further Information

Unfortunately you do not meet minimum nationality and educational requirements of this position.

Completed applications will only be accepted via the online application process below, however, if you do require the application form in a different format please contact us at quoting the recruitment reference number and job title.

You should provide examples in your covering letter that best demonstrate your skills and abilities against the competencies and specialist skills. The maximum word count against each competence example is 250 words. The information you provide will be assessed during the short listing stage and if you are invited to attend an interview, the indicated competence areas will discussed further.

When completing your application, you should use the STAR format (Situation, Task, Action and Result) methodology for each competence. All appointments are subject to successful completion of pre-employment checks

For further information please see the Information to Candidates pack (PDF)

Additional information on what you can expect as an Oil and Gas Authority employee

Apply online

Equality and diversity statement

The OGA is committed to embedding equality and diversity into all our policies and processes. We will aim to recruit, retain and promote staff on the basis of competence and regardless of characteristics including those listed under the Equality Act 2010. These protected characteristics are; age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation