Records and Documents Manager

Ealing, London
Adecco

Adecco are recruiting on behalf of Ealing Council for an experienced Records and Documents Manager to join their HR & OD Department. This is a key role responsible for managing contracts and leading the records and documents management service to ensure a professional, high-quality service delivery across the Council.

Contract Details:
Type: Temporary
Pay: 24.48 per hour (PAYE) / 32.62 per hour (Umbrella)
Location: Perceval House, Ealing
Working Arrangements: Hybrid – 2 days per week from home
Hours: Full time, 35 hours per week (Monday to Friday)

Key Skills required:

• Experience of managing databases/spreadsheets
• Can lift medium weight boxes

KEY ACCOUNTABILITIES:

• Coordinate contracts management related to records and documents, managing various internal and external stakeholders.
• Lead, develop and support the corporate IT strategies and maintain a technical business solution function, ensuring legislative, national and operational requirements are translated, incorporated and configured in IT systems to meet business needs.
• Support in maintaining the integrity of the Council’s customer database, across various corporate systems, by managing a comprehensive and effective practice of quality monitoring and audits.
• Plan, direct and implement a professional systems administration function and develop, implement and review policies and procedures, providing guidance and technical support to the department in relation to the customer database and case file management.
• Perform a business re-design role to ensure that required operational changes to electronic forms and processes are translated into technical specification documentation and ensure that translations are accurately changed on electronic forms, workflow and registers.
• Provide a point of escalation and resolution for system issues, including referral to other Council application service providers and third parties as appropriate and deal with escalation and resolution responses.

• Lead on developing user testing and acceptance teams and undertake testing and analysis of new software releases and changes to configuration, ensuring agreed quality standards are met. Contribute to impact analysis of new software or changes to systems and manage the migration of data.
• Plan, direct and maintain the policies and procedures for the archiving, retrieval and destruction of files and papers, working in conjunction with Corporate Information and Data Management team to ensure that the department fulfils its statutory obligations in relation to records and information management.
• Plan, direct and implement the processes of Subject Access Requests, Disclosure Requests and other Freedom of Information requests relating to customer records in line with General Data Protection Regulations and other related Corporate Records and Information Management policies.
• Implement information and system security protocols and ensure these are adhered to.
• Support the invoicing and payments IT system functions for the department and be responsible for the processing of all invoices received within the team and ensure that payment is made in accordance with audit and financial regulations.
• Be responsible for budget management in relation to staffing, supplies and services for the Records and Documents Management Team.
• Write and review documentation including training material and user systems procedures using departmental standards.

ESSENTIAL KNOWLEDGE, SKILLS & ABILITIES

• Experience of developing data capture, analysis and reporting methodologies and processes that deliver practical business and service insights.
• Experience in designing and delivering data and intelligence solutions in departments that drive continuous improvement.
• Proven ability to conduct data assurance and to carry out checks to ensure validity of information during data collection.
• Experience of developing and presenting analysis and recommendations on a range of data to audiences at all levels.
• A track record of working as part of cross-functional project teams and the ability to manage the delivery of cross-functional project teams.
• Proven ability to understand and interpret policies, procedures and legislation and to communicate this information effectively to other professionals.
• Proven success in developing effective strategic working relationships and partnerships with contractors, providers and other agencies.
• Ability to deal sensitively with enquiries from staff, public, members and other agencies having regard to the Council’s Equal Opportunities and Customer Care Policies.
• Ability to be sensitive and maintain confidentiality in all matters.

Apply Now:
If you have the skills and experience required for this role, we encourage you to apply. Should your CV be shortlisted, an Adecco Consultant will contact you to discuss progressing your application to the client.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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