Job specification:
The role of the Records Manager will be to adopt and implement records management and records retention policies across the organisation and to provide strategic leadership in relation to developing the capacity of the Office to manage its records in compliance with its legal and regulatory obligations including National Archives Act, Freedom of Information Act and Data Protection Acts.
The successful candidate must demonstrate the ability to work independently and effectively within the Organisation, will report to the Deputy Head of Corporate Services Division and will manage the Records and Registry Unit, currently comprising 1 Executive Officer and 3 Clerical Officers.
The successful candidate will drive the development of the Office’s systems for records management and will work with relevant colleagues in contributing towards the capacity of the CSSO to deliver the highest standard of professional legal services to the Government, Departments and Offices as economically and efficiently as possible and to support adherence to the rule of law.
The following is a general overview of the main tasks and duties of the Records Manager (it does not purport to be a comprehensive list and may be added to or altered as required):
- Leading responsibility for co-ordinating the development and implementation of the CSSO’s Records Management Policy and associated procedures and guidelines
- Work with relevant colleagues to review current file management practices in advance of the planned move to new accommodation based in Smithfield currently scheduled for early 2025
- Development and implementation of policies in relation to the protection of personal data, particularly in relation to legal files
- Manage the Records and Registry Team, currently comprising 1 Executive Officer and 3 Clerical Officers
- Providing general advice and guidance on records management issues and ensuring that relevant policies and procedures are visible and communicated to all Officers
- Ensuring that all policies, procedures and guidelines facilitate the CSSO in complying with all legal record-keeping obligations and recognised best practice in records management
- Manage the transfer of the Organisation’s records to the National Archives in compliance with our obligations under the National Archives Act
- Manage the alignment of electronic and paper‐based records and associated filing systems and structures
- Support the development of a culture of high quality records management practice across the organisation
- Provide Records Management training to CSSO legal and administrative Officers including new team members
- Ensuring that the Organisation’s records management practices are in compliance with Data Protection Law
- Liaising with officers and managers across all units as appropriate in order to achieve the above tasks
- Any other duties as may be assigned from time to time
Eligibility and Experience
Candidates must, on or before 15:00 on 10 July 2023 have the following:
Essential Criteria
A qualification of at least level 8, minimum 2nd class Honours in Records Management and/or Archival Studies, on the Quality and Qualifications National Framework of Qualifications (“NFQ”) and or equivalent
and/or
A Records Management and/or Archival Studies Qualification recognised by the Information and Records Management Society (“IRMS”) and/or the Archives and Record Association (“ARA”) (Ireland and UK) or equivalent professional body in jurisdiction outside Ireland or the U.K.
- A minimum of 3 years’ experience in the area of Records Management to include experience of:
Creating and implementing records management policies and procedures with regard to best practice
Working with classification schemes and retention and disposal schedules
Managing and applying rules to records in all media including electronic records
Providing Records Management training to team members
- Knowledge and understanding of current best practice in records management
- Experience of managing team members
- Detailed knowledge of data protection and its application to records management
- A clear knowledge and understanding of information governance
- Excellent information technology skills to include management of an Electronic Document and Records Management System (“EDRMS”)
- Proven project management skills and track record in delivering projects
- Strong written and oral communication skills
Please read the candidate information booklet and pay special attention to the How to Apply section. The closing date is 3pm on Monday 10 July 2023.
This competition is being run by a recruitment service provider Staffline – any queries in relation to this competition should be sent to martin.greer@staffline.ie.
