Senior Records & Archives Officer (Digital Governance) - Fixed term until 31/12/2027
Waverley Court

Salary: £47,639 - £56,392
Hours: 36 per week, 52 weeks

We are looking for an experienced and innovative record keeper to fill our Senior Records & Archives Officer (Digital Governance) post. They will help lead the delivery and development of the Council's digital records management and evolving AI governance arrangements.

You will combine professional records management expertise with a strong understanding of digital governance, helping the Council manage information effectively across its lifecycle and meet its statutory and professional obligations. The role will focus on Microsoft 365, including designing and implementing records management controls, while also contributing to responsible AI governance, information risk management, and wider service improvement.

Based within the Council's Information Governance service in Corporate Services, the post reports to the Information Asset Manager and plays a senior role within the Records and Archives team. The team supports the effective management, preservation, and use of the Council's records and archives; maintains public access to archive collections; advises services on retention and record-keeping requirements; and helps the Council comply with relevant public records legislation, codes of practice, and professional standards.

The purpose of the post is to lead the effective delivery of the Council's records management function digitally, while supporting the ongoing development of a consistent, robust framework for using AI ethically. You will help develop and embed policies, standards, processes, tools and guidance across a large and diverse organisation, providing authoritative advice to colleagues, managers, senior officers and external stakeholders.

You will support the Council in translating records management requirements into practical controls for digital content, including using Microsoft 365 governance tools within Purview and designing and implementing retention labels and policies. You will also contribute knowledge of the UK AI governance landscape, including relevant strategies, principles and ethical best practice, and support the appropriate use of AI tools in a work environment. Knowledge of digital preservation standards, tools and good practice, together with experience of major data migration activity, would be advantageous.

This is a varied role that brings together professional leadership, policy development, operational delivery, digital change, project work and training. A major part of the role will be stakeholder management as you work across Council services, helping colleagues at all levels to understand their responsibilities with AI and digital records management and finding ways to support them to meet these with creativity and integrity.

As Senior Records & Archives Officer (Digital Governance), you will:

Lead and contribute towards the development, implementation and continuous improvement of the policies, standards, processes, tools, guidance and communications for the ethical use of AI across the Council.
Lead and coordinate on the design and implementation of effective records management controls within Microsoft 365, including labels and policies, for use across a large and diverse organisation.
Contribute records management and governance expertise to the Council's data migration project, supporting Council services to ensure that their records remain appropriately managed throughout the period of change.
Support the development of a digital records centre to support the long-term management of born-digital and digitised records.
Provide professional advice and recommendations to Council services on records management, information governance and information risk, including complex or sensitive matters.
Respond to and support digital records management enquiries, providing a focal point for expert advice and quality assurance for colleagues' responses.
Lead audits and assessments of records management and wider information governance IT system functionality and organisational practices, identifying risks, areas for improvement and opportunities to strengthen compliance.
Develop and deliver training, briefings, guidance and outreach activities for colleagues, building awareness of effective digital record keeping, and how AI can be used ethically.
Prepare reports, briefings, presentations and other formal documentation for senior officers, Council meetings, committees, external agencies and stakeholder groups.
Provide regular progress reports to the Information Asset Manager and senior management, clearly identifying risks, concerns and required action.
Supervise, support and direct team members, project participants, work placements and volunteers, allocating work and reviewing outputs where appropriate.
Build effective relationships with colleagues at all levels and represent the Council on relevant internal, regional and national groups concerned with records management and AI governance.
Research developing professional practice, legislation, standards, technologies and methodologies, and use this knowledge to identify and deliver continual improvement.
Deputise for the Information Asset Manager and represent the Council when required.

The postholder will work across a variety of Council locations and may be required to access records in storage environments including warehouses, basements and attic spaces.

We are committed to a diverse and inclusive workforce where everyone feels valued and able to be their best. We particularly encourage applications from women for senior roles, as well as people from minority ethnic backgrounds, people with disabilities or neurodivergent people, care experienced people, carers and LGBT+ people across all levels of the organisation, all of whom are currently underrepresented. All applicants will be considered fairly based on skills and experience. Disabled and care-experienced applicants who meet the minimum job criteria will be guaranteed an interview.

Find out more about our commitment to equalities https://www.edinburgh.gov.uk/work-us/inclusive-edinburgh/4

As part of our goal to improve organisational culture and create a great place to work together for the people of Edinburgh, we want to make sure we're recruiting the best people. We're interested not only in your skills and experience but also in your approach to work. Therefore, part of our interview process will be an assessment of how you would bring Our Behaviours of Respect, Integrity and Flexibility into your ways of working.

You can find out more on Our Behaviours web page Our Behaviours - The City of Edinburgh Council

Our salary range typically reflects the initial starting salary and annually increases until it reaches the top of the range.

Happy to talk flexible working.

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