Digital Records Officer

• Details
• Reference number
• 474998
• Salary
• £34,587 - £39,106
• A Civil Service Pension with an employer contribution of 28.97%

GBP

• Job grade
• Higher Executive Officer
• Contract type
• Permanent
• Business area
• Security and Information Management
• Type of role
• Knowledge and Information Management
• Working pattern
• Flexible working, Full-time, Job share, Part-time, Compressed hours
• Number of jobs available
• 1
• Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Location

The locations for this role are Newport and Titchfield (Fareham).

This role is aligned to ONS hybrid working principles, which are based on attending the office with purpose. The postholder will be expected to contribute to the organisation’s overall 40% office attendance, in line with business and role requirements.

The induction process for the role will be conducted in person.

About the job

Job summary

Are you a Knowledge and Information Management (KIM) professional looking to further your career?

We are looking for a highly motivated and experienced individual who can work collaboratively across a wider team with minimal supervision and guidance to develop and improve our digital records management systems and processes to demonstrate compliance with the Public Records Act, data protection legislation, and Freedom of Information Act.

The Office for National Statistics (ONS) is the UK’s largest producer of official statistics, covering a range of key economic, social, and demographic topics. These include measuring changes in the value of the UK economy, estimating the size, geographic distribution, and characteristics of the population, and providing indicators of price inflation, employment, earnings, crime, and migration.

Job description

This role is within the KIM team which forms part of the Security and Information Management (SAIM) directorate. Our aim is to ensure that information and records management in the ONS meets legislative and regulatory requirements, meets the needs of internal users, and supports ONS’ mission to deliver trustworthy, independent, high-quality statistics that underpin the UK’s most critical economic and societal decisions and inform the public.

This is an exciting time to join the KIM team and use your skills and experience to help address a range of records management challenges. We are reviewing how documents and records are managed across their lifecycle in our Microsoft 365 estate, appraising a large collection of legacy born-digital records for Transfer to The National Archives (TNA) in line with the 20-year rule, and developing future requirements for the systems and processes needed to support this work.

Responsibilities:

• Manage records through their lifecycle, applying review, appraisal, selection and sensitivity methodologies to recommend records for permanent preservation at TNA, retention or destruction.
• Oversee the appraisal, selection, transfer and sensitivity review of an extensive collection of legacy born-digital records, working alongside colleagues within the records management team.
• Catalogue records for transfer to TNA, to include the secure transfer of selected records where appropriate, supervising and supporting the wider records management team where necessary.
• Oversee the TNA retention and closure application process for digital records, ensuring deadlines are met and queries are addressed.
• Collaborate with colleagues across the wider KIM Team, and with other key stakeholders such as Digital Services, to ensure the Microsoft 365 retention model is appropriately applied, maintained and managed.
• Provide operational advice and guidance on information and records management, working with staff at all levels across the organisation to embed best practice.
• Development and delivery of training and guidance materials relating to records management policy and processes.
• Provide support to the Departmental Records Officer where required, for example through the provision of metrics and overseeing compliance with the Public Records Act and related legislation, policy and guidance.
• Horizon scanning for future changes relating to information and records management processes and best practice, particularly in relation to technical changes and advancements, legislative changes or changes to Government policy that may impact records management activities.
• Establish and maintain collaborative relationship with key internal and external stakeholders.
• Participate in a rota to monitor SharePoint-related Service Desk calls
• Line management of 2 EO Records Assistants.

Person specification

Essential Criteria:

• Experience of working in a knowledge and information management role, with knowledge and understanding at working level of records management principles and relevant legal and regulatory frameworks, such as Public Records Act, UK GDPR and Freedom of Information Act.
• Experience of working with and responding to enquiries from a wide range of internal and/or external stakeholders.
• Experience of being organised with well-developed planning skills, strong attention to detail, and the ability to co-ordinate several activities in the same timeframe to tight deadlines.
• Good interpersonal and communication skills with a proven record of establishing and maintaining strong and productive relationships.
• The ability to be highly collaborative and flexible within a team to ensure that a range of diverse tasks are completed to a high standard.
• Experience of identifying, appraising, selecting, and transferring paper and digital records to The National Archives, or another place of deposit.

Behaviours

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Changing and Improving
• Working Together

Technical skills

We'll assess you against these technical skills during the selection process:

• Information Technology (Working)
• Records Manager (Working)

Benefits

Alongside your salary of £34,587, Office for National Statistics contributes £10,019 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides .

The Office for National Statistics is part of the Civil Service, and as such we share a number of key benefits with other departments, whilst also having our own unique offerings to support our valued colleagues across the organisation.

Whether you are hearing about us for the first time or already know a bit about our organisation, we hope that our careers site will give you a great insight into the benefits and facilities available to our colleagues, and our fantastic working culture.

Inclusion & Accessibility

At ONS we are always looking to attract the very best people from the widest possible talent pool, and we are proud to be an inclusive, equal opportunities employer. As a Disability Confident Leader we’re committed to ensuring that all candidates are treated fairly throughout the recruitment process.

As part of our application process, you will be prompted to provide details of any reasonable adjustments to our recruitment process that you need. If you would like to discuss any reasonable adjustments before applying, please contact the recruitment team in the first instance.

If you would like an accessible version of any of the attachments or recruitment documents below or linked to in this advert, please contact the recruitment team who will be happy to assist.

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 for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles , and will assess your Behaviours, Experience and Technical skills.

Security Clearance

For ONS the requirement for SC clearance is to have been present in the UK for 3 consecutive years immediately prior to applying and the department will consider eligibility by exception on a case-by-case basis. You will be asked to provide information regarding your UK residency during your application, and failure to provide this will result in your application being rejected.

At the point of SC application, you will need to provide or give access to the following evidence:

• Departmental or company records (personnel files, staff reports, sick leave reports and security records)
• UK criminal records covering both spent and unspent criminal records
• Your credit and financial history with a credit reference agency
• Security Services records

Please note: We will reach out to you once the advert has closed to confirm eligibility for this role, this will be via an e-mail. Please check you e-mails.

Visa Sponsorship

ONS are unable to offer visa sponsorship for this role. Applicants are expected to hold a valid right to work in the UK when employment commences. If you are applying on a time-limited visa, this will need to be valid for at least 18 months at point of application.

To work at the ONS, candidates must meet both UK right to work and security clearance requirements (where applicable).

If you are unsure whether you meet the appropriate right to work or security clearance eligibility criteria, please refer to the guidance on Gov.uk or contact the recruitment email provided in the advert before applying . Failure to meet these requirements will result in your application being rejected and employment offers being withdrawn.

Application Process

• Number of Stages: 2
• Stage 1: Application
• Stage 2: Interview
• Stage 1 – Application

The assessment process at the application stage will be based on your work history, CV, skills, experience, and personal statement. It is important that your application is tailored to highlight the skills, knowledge, and experience relevant to the role.

A personal statement is required at application stage, the maximum word count allowed is 1,250 words, which should not be exceeded. You should provide evidence for each essential skill criterion listed in the person specification. As these criteria are scored, it is advisable to give clear examples for each one, including the impact of your actions, ideally utilising the STAR technique (Situation, Task, Action, Result).

In instances where a high number of applications are received, the sift pass mark may be adjusted, and candidates will be invited to interview based on merit order, i.e., those with the highest scores.

Please note that Success Profiles Behaviour examples are not required at this stage of the application process.

When a high volume of applications are received, the sift pass mark may be adjusted. Candidates will be invited to interview based on their merit order, with those achieving the highest scores being prioritised. Applicants who score below the adjusted pass mark but still pass will be placed on hold and may be invited to interview at a later date.

Stage 2 – Interview

If invited to interview, you will be assessed using techniques aligned with the Civil Service Success Profiles framework, covering all behaviours listed in the job advert and any required technical skills.

Interviews will be via Microsoft Teams.

A reserve list may be held for a period up to 12 months from which further appointments may be made.

Important Dates

• Eligibility checks from 11/09/2026 - 18/09/2026. Please be aware we will be sending all candidates an e-mail to complete a eligibility form.
• Sift will be conducted from 21/09/2026
• Interviews will be conducted from 28/09/2026

For the full terms and conditions of the post, please see attachment.

Please note that all campaigns may be subject to withdrawal at any stage if the internal resource position changes.

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

Security

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

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check .

See our vetting charter .

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)
• 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

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .

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.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

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 and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

This vacancy is part of the Great Place to Work for Veterans initiative.

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 : Government Digital and Data Recruitment
• Email : Government-Digital-and-Data-Recruitment@ons.gov.uk

Recruitment team

• Email : about.you@ons.gov.uk

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact recruitment.complaints@ons.gov.uk. If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission