Records and Data Manager
Job Purpose:
Managing a team of records, data quality and transactional audit officers.
Responsible for the implementation and management of all Records and Data Management matters and the provision of advice, guidance and policy on Records and Data Management, Data Quality and the Review, Retention and Disposal of records. Maintenance of the Force Records Retention Schedule. Working with IAOs to ensure that all new systems have an identified RRD schedule.
Supporting Force wide Records Management projects and providing relevant training to colleagues on best practice.
Overseeing the transactional auditing of core Police Systems and providing organisational reporting to relevant boards.
Main Responsibilities:
To develop, manage, implement and monitor data quality standards and processes for specified information systems to ensure the integrity and accuracy of key information systems.
To provide advice and guidance to members of staff and other stakeholders on Records and Data Management matters as policy lead and RRD SME.
To be responsible for understanding and interpreting the latest complex technical statutes, to ensure compliance with current Records Management legislation, including the Management of Police Information (MoPI) Code of Practice, POFA and CPIA.
To be the authorised signatory for the deletion of personal records and to respond to applicable data subjects’ rights requests and complaints from internal and external parties relating to records and data management.
To engage, negotiate and influence personnel when dealing with conflicts and challenges ensuring records/data quality and transactional audit findings are translated into recommendations and action plans in accordance with force policies and Authorised Professional Practice.
To support the production of written reports containing analysis, findings and proposals for resolving problems and recommendations for improvement and attending relevant Board meetings.
To support internal projects that involve the management/retention of storage of Force records and information across multiple systems and physical storage, to work with IAOs and colleagues in DS/IA and Change to set out the RRD and records management requirements.
To conduct records and data quality audits and assurance work and ensure that all records, physical and electronic are managed in line with the relevant legislative frameworks and to the relevant APPs.
To attend internal meetings, including deputising for the Head of IA when required, to contribute to the development and resolution of emerging records management risks, issues and trends.
To undertake other duties commensurate with the nature, level of responsibility and grading of this post, as required.
Person Specification:
Knowledge:
Educated to A Level / NVQ Level 3 or equivalent
A sound knowledge of assurance, compliance and risk methodology and quality assurance systems within Records and Data quality management.
Understanding and good working knowledge of the key principles and requirements of MOPI, Data Protection and Freedom of Information Acts and other records management legislation (including principles of both manual and electronic records).
Understanding and sound practical knowledge of the key principles and requirements of records management legislation and electronic storage.
Desirable: Desirable knowledge of Home Office Counting Rules, National Crime Recording Standard, National Standard for Incident Recording
Experience:
Proven ability for line management of staff and supervise working to tight deadlines and manage high and varied workloads.
Experience of assurance, compliance & risk activity including collecting, researching and analysing a wide range of data and information, the development of risk assessed recommendations and the presenting of findings in an appropriate format.
Experience of working in records and data management.
Experience of the practical application of records and data management issues, especially concerning the storage, retrieval and destruction of images and physical and electronic records.
Experience of managing risk and quality assurance measures.
Key Skills:
Ability to work to tight deadlines, respond to changing demands and deliver efficient follow-ups.
Evidence of influencing through facts the motivation and behaviour of people both internally and externally.
Effective interpersonal and communication skills, both written and verbal, and the ability to explain complex issues at a variety of levels.
Ability to undertake sensitive enquiries with limited supervision and to manage and keep secure sensitive material.
Competent in the use of IT, including Microsoft Office
Good organisation skills to plan and co-ordinate compliance and develop relevant improvement plans in accordance with national standards and legislation.
Ability to work with managers to identify training and development needs and potential changes to working practices, identified through the assurance, compliance and risk inspection process.
Research and investigation skills, and attention to detail.
Ability to quickly assimilate information about legislative changes and explain complex issues at a variety of levels.
Ability to manage strategic records and data management issues whilst maintaining a strong focus on operational activity.
Special conditions: Some travel throughout Warwickshire Police.