Records Management Senior Adviser

Job summary

Basis: Permanent, Full time 36 hours per week

A £312 tax-free working from home allowance is also payable annually.

London-based employees receive an additional £3,217 London weighting. A £312 tax-free working from home allowance is also payable annually.

Location: London (Hybrid – min. 2 days in office)

Benefits: Outstanding benefits including Civil Service Pension Scheme, flexible working, 28+ days holiday, and more.

About the Electoral Commission

The Electoral Commission is the UK’s independent body overseeing elections and regulating political finance. Everything we do is about ensuring trust, participation, and integrity in the democratic process.

As we continue to deliver our five-year Corporate Plan, the Commission is building on a period of growth and change, expanding our workforce and modernising how we deliver our services to better support the needs of a changing democracy. As our organisation develops and adapts to meet future challenges, this post will play a vital part in supporting that progress and helping ensure we remain responsive to the democratic needs of voters, campaigners, parties and electoral administrators across the UK.

Job description

About the role

As a Senior Records Management Adviser, you will play an important role in helping the Commission manage its information effectively, securely and in line with legal and regulatory requirements. Working closely with the Records Lead, you will support the development of records management practices across the organisation, ensuring colleagues have the guidance, systems and training they need to manage information throughout its lifecycle.

The role combines operational delivery with advisory responsibilities, providing an opportunity to influence how information is managed across the Commission. You will work with a wide range of stakeholders, helping to drive compliance, improve processes and support the organisation's commitment to transparency and accountability.

Key responsibilities include:

• Providing advice and training on records management and information governance requirements
• Supporting compliance with legislation including the Public Records Act, Legal Deposit Libraries Act and UK GDPR
• Assisting with the appraisal, review and transfer of records to The National Archives and other places of deposit
• Managing the annual destruction process for records that fall outside Public Records Act requirements
• Supporting compliance with statutory publication and legal deposit obligations
• Advising teams on managing information within SharePoint and other digital systems
• Maintaining records management policies, guidance and the Information Asset Register
• Contributing to continuous improvements in records and information management practices across the organisation

About the team

You will join the wider Information Governance Team, a collaborative and supportive team that plays a vital role in enabling the Commission to operate effectively and meet its statutory obligations.

The team is responsible for providing expert support across information management, digital services, technology and facilities, helping colleagues work efficiently while ensuring compliance with legislative and regulatory requirements. The team promotes a culture of continuous improvement, collaboration and knowledge sharing, making it an excellent environment for professional development and growth.

Person specification

Who we’re looking for

We're looking for an experienced records and information management professional who can combine technical expertise with strong stakeholder engagement skills. You will be comfortable interpreting legislation, developing practical solutions and supporting colleagues across the organisation to manage information effectively.

To be successful in this role, you will bring:

• A relevant qualification in Records Management, Information Management or equivalent professional experience
• Experience of records management, retention scheduling and information lifecycle management
• Knowledge of legislation including the Public Records Act, Legal Deposit Libraries Act, Freedom of Information Act and UK GDPR
• Experience of working with SharePoint and Microsoft 365 environments
• Strong organisational skills and excellent attention to detail
• The ability to build effective working relationships with a wide range of stakeholders
• Excellent written and verbal communication skills, with the ability to explain technical requirements clearly to non-specialist audiences
• The ability to work independently while contributing positively to a collaborative team environment

Benefits

Alongside your salary of £40,031, The Electoral Commission contributes

£11,596 towards you being a member of the Civil Service Defined Benefit Pension scheme.

Find out what benefits a Civil Service Pension provides (opens in a new window).

Why work for us?

We offer a strong total reward package, including:

• • Flexible working and hybrid model for office-based staff, with a minimum of 40% of working time spent in the office
• Flexi-time scheme, allowing flexible hours with the option to accrue and take flexi leave
• 28 rising to 30 days annual leave + bank holidays
• Civil Service pension scheme (28.97% employer contribution)
• Performance-related pay

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

How to apply

We are committed to fair and inclusive recruitment. To help reduce unconscious bias and ensure all applicants are assessed solely on their skills, knowledge and experience, we use an anonymous recruitment process.

When applying, please provide an anonymised CV which omits your protected characteristics and any personally identifiable information:

Do not include:

• Your name, address, phone number, email or other contact details
• Your date of birth or age
• Gender, ethnicity, nationality or other personal identifiers
• A photo of yourself
• Remove educational dates as these are a clear indication of your age
• There is no requirement to include your primary education details.

Do include:

• Your employment history including employers and dates of employment
• Explanation for gaps in your history
• Your duties, responsibilities and achievements

If your CV contains personal details (such as your name or contact information), we will be unable to consider your application. Please double-check your documents before submitting, including the file name you use to save and upload your CV.

Supporting disabled applicants

The Electoral Commission is proud to be a Level 2 Disability Confident Employer. As part of this commitment, we aim to prioritise interviews for disabled applicants who meet the essential criteria listed in the job description.

There may, however, be occasions where it is not practicable or appropriate to interview all disabled applicants who meet the essential criteria. For example, during periods of exceptionally high application volumes or seasonal recruitment activity, the Commission may need to limit the overall number of interviews offered to both disabled and non-disabled applicants.

If you have a disability and would like to be considered under this commitment, please indicate this when you apply. We also welcome requests for reasonable adjustments at any stage of the recruitment process or within the workplace.

Key dates

• Application deadline: Friday 25th September (23:59)
• Interviews (1st stage) with presentation: Friday 9th October
• Interviews (2nd stage): Friday 16th October
• Anticipated start date: TBC

Applicants applying for a London-based role should expect to attend interviews in person.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a standard (or equivalent) criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

Please note this Post is NOT regulated by the Civil Service Commission.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the

Civil Service People Plan (opens in a new window)

and the

Civil Service Diversity and Inclusion Strategy (opens in a new window) .

Apply and further information

Once this job has closed, the job advert will no longer be available.

You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Talent Acquisition Team
• Email : recruitment@electoralcommission.org.uk

Recruitment team

• Email : recruitment@electoralcommission.org.uk

Further information

Raising a Concern About the Recruitment Process

At the Electoral Commission, we are committed to delivering fair, inclusive, and transparent recruitment. Our recruitment practices are guided by Civil Service values and comply with the Equality Act 2010 and other relevant legislation.

If you have concerns about the way a recruitment process has been conducted, we encourage you to raise them with us.

How to Make a Complaint

If you are dissatisfied with any aspect of our recruitment process, you can contact us directly by email:

recruitment@electoralcommission.org.uk

Please include the following information:

• The job title or reference number
• A clear explanation of your concern
• Any relevant supporting information
• Your preferred contact details

We aim to respond to all complaints within two working days.

Our Commitment

All complaints are treated seriously and in confidence. They are handled in line with our Recruitment Policy and the relevant provisions of the Equality Act 2010, Employment Rights Act 1996, and the Data Protection Act 2018.

If you require this information in an alternative format, or need additional support, please contact us at recruitment@electoralcommission.org.uk or call 020 7271 0500.

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