Knowledge %26 Information Manager

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UK Research and Innovation

Salary: £43,116

Hours: Full time or Part time (Minimum 0.7 FTE)

Contract Type: Open Ended.

Location: Polaris House, Swindon

Closing Date Sunday 21st July 2024

Purpose of role

The Knowledge & Information Management Team (KIM) plays an essential role in defining and supporting sound knowledge and information management practices.

The post holder will work with the Head of Knowledge & Information Management in delivering a comprehensive knowledge, information and records management function which meets the needs of users and supports and protects the organisation.

You will contribute to the development, delivery and implementation of knowledge and information management policies, and guidance reflecting relevant legislation, statutory obligations, standards and best practice. You will manage and participate in projects and other activities that enable and support evolving business requirements to embed good knowledge, information, and records management across UKRI.

As one of three Knowledge & Information Managers the post holder will focus on implementing governance in information systems, including the implementation of retention in information systems across UKRI. You will manage a team of Records Managers and Records Management Support Officers.

The KIM Team is part of the Information Governance Group which is based within the Chief Data Officer's Directorate.

Reports to the Head of Knowledge and Information Management

Direct reports: Records Managers

Role responsibilities

• Lead and develop a team to support knowledge and information management services and operations.
• Maintain and implement information management procedures and guidance.
• Implement effective information or knowledge management systems, strategies and frameworks in the organisation.
• Support the development and implementation of the UKRI information management policy and retention schedule across relevant systems, including Microsoft365.
• Support the Departmental Records Officer to ensure that UKRI complies with the Public Records Act, including policy development and review, managing the life cycle of records and communication.
• Manage all aspects of the operational activities of the KIM Team
• Identify opportunities to develop and improve knowledge and information management and implement change.

User support:

• Provide advice and assistance to UKRI on knowledge and information management matters.
• Carry out compliance searches using MS Purview's standard eDiscovery suite, in support of information data rights and other requests.
• Provide advice on information systems issues and resolve complex issues when necessary.
• Manage electronic and paper records to agreed service levels.
• Promote good practice across the organisation through engagement with the user community.
• Support and develop skills of others across Information Governance in their provision of advice and handling of information requests.
• Support the network of records and information management contacts across the organisation maintaining contact information, providing advice on information management issues and retention.
• Manage a network of Information Champions

Management:

• Management of all aspects of the operational activities of the KIM Team
• Line management of one or more Records Managers
• Supervising other staff working with you on specific projects
• Management and planning of resources, and ensuring work is coordinated, delegated and managed effectively.
• Maintain effective working relationships with the user community.

Service monitoring:

• Monitor and report on KIM key performance indicators.

Provide support for projects:

• Assist and/or lead knowledge or information management projects.
• Represent the Team or wider Group internally and provide cover for others as required.
• Represent UKRI externally, provide cover for others as required.

Other duties as required, including providing cover for the other Knowledge & Information Managers and other teams across the group.

Stakeholder relationships

Internal

• Records management contacts in the Corporate Hub, Councils, UKRI centres, units and institutes
• Information Asset Owners and Administrators
• Digital, Data and Technology (DDaT)
• Relevant internal committees and working groups such as the Information Champions Network
• Records management contacts in UKRI Research Centres, Units and Institutes

External

• UK Shared Services Ltd (UKSBS)
• The National Archives
• Commercial storage contractors and other external suppliers and contractors
• Department for Science, Innovation and Technology (UKRI's sponsor department) and other Government Departments as necessary.
• The public and other stakeholders

Shortlisting Criteria

Essential:

• A relevant post-graduate qualification in an information related subject (library, records, information, archive, knowledge management), or comparable experience working in an information, records or knowledge management role in a complex organisation.
• Demonstrable experience in providing specialist support in information, records or knowledge management to key stakeholders.
• Demonstrable experience in providing advice to projects and business change initiatives, to ensure compliance and alignment with knowledge and information management policies.
• A proven record of developing collaborative working relationships within the group and with stakeholders at all levels.
• Excellent written communication skills, and a proven ability to produce, clear, succinct content.
• Experience of working on multiple workstreams and reprioritising work to meet changing business needs.
• Practical experience of developing and delivering training
• Proficient IT skills and ability to use Microsoft Office packages (ie: Outlook, Word, Excel & PowerPoint)

Desirable:

• Experience in implementing effective information or knowledge management systems, strategies and policies.
• Abillity to lead and manage a team and be accountable for when and how results will be achieved.
• Project management experience
• Practical experience of working with M365 tools - Outlook, Teams, SharePoint, Microsoft Purview, etc to implement information and records management policies.

About UK Research and Innovation (UKRI)

UKRI launched in April 2018, UKRI is a non-departmental public body sponsored by the Department for Science, Innovation and Technology (DSIT).

Our organisation brings together the seven disciplinary research councils, Research England, which is responsible for supporting research and knowledge exchange at higher education institutions in England, and the UK's innovation agency, Innovate UK. Together we build an independent organisation with a strong voice and vision to ensure the UK maintains its world-leading position in research and innovation. More information can be found at www.ukri.org .

Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI .

The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.

How we support EDI in the workforce

At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit ' How we support EDI in the workforce '.

Disability Confident Employer

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy/ies. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

How to apply

Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered. Assessment will only be based upon the content of your submitted covering letter and CV and not the 'experience' section of the application.

UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion - a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested in developing their career with us.