Head of Knowledge, Information and Records Management

Purpose of post

Head of Knowledge, Information and Records Management leads four teams providing information, knowledge, records and library services to Welsh Government. 

The postholder acts as Departmental Records Officer (DRO) ensuring compliance with the public records act and that policies and systems are in place to manage our records in line with the regulation.  The postholder works with others across the organisation and with Arms Length Bodies (ALBs) to ensure effective information management and provide advice on compliance, systems and support with issues.  The postholder provides advice to inquiry response teams and e-discovery services to ensure that evidence is carefully selected and transferred. 

As DRO the postholder ensures the secure transfer of records in or out of the organisation as part of machinery of government change.  This includes engagement with the other party at all levels, providing advice and training as well as ensuring that the body has appropriate systems and mechanisms in place to manage the transferred records.

The DRO is responsible for the operational elements of records management who support the Electronic Records and Document Management System (EDRMS) and also manage the archiving of paper records and ongoing storage.  DRO has oversight of the work to ensure compliance with Public Records act and Freedom of Information Act section 46.  This role also ensures that all records work is aligned and that teams work together to achieve common goals as required.

As Head of Profession, the postholder is responsible for developing and leading the Knowledge and Information Management (KIM) profession across Welsh Government, providing advice and guiding and supporting recruitment for KIM posts. This includes providing advice and support on professional issues to KIM professionals in Culture Division as well as advice to senior leaders in Culture Division on KIM recruitment and professional matters.

The Head of Profession also represents Welsh Government in cross Civil Service groups and on professional groups. The postholder interacts on a regular basis with colleagues in other administrations, e.g. Government Digital Services, to share knowledge, benefit from expertise and ensure that records management in particular is aligned with National Archives requirements. 

Also responsible for the Departmental Knowledge and Information Managers (DKIMs) network and ensuring that DKIMs have good communication both ways to support their work in championing good practice and resolving business issues.  This forms part of wider work to promote good practice and develop better understanding of the importance of information management cross government.

Provide senior level KIM input on Security Board, Collaboration Scrutiny and Solution Design Authority (SDA).

As Chief Librarian the post is leads the development of the library services and oversees the WG Publications Archive in compliance with Re-use of Public Sector Information (PSI).  The postholder also advises on copyright matters and use of the Open Government Licence. 

Key tasks

1. Head of KIM Profession in Welsh Government.  Leading and developing the profession, providing advice across the profession.  Recruitment and continuous professional development of KIM teams. Identifying areas individuals and teams need to deliver, building KIM skills, capability and talent across the department.
2. Carry out the responsibilities of the Departmental Records Officer (DRO) as set out in Annex C of the Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000
3. Set the strategic direction for Welsh Government’s digital information, including on new platforms, initiating new KIM programmes as required
4. Persuading and influencing senior leaders about the importance of good information and knowledge management.
5. Strategic business ownership and contract management for Welsh Government digital and paper records system, ensure compliance with procurement rules, value for money and fitness and flexibility for the future
6. Manage KIM budget which includes staff costs for a team of around 35 at present, contract management for records  and e-discovery systems and library.  Negotiate funding to ensure the organisation is compliant and escalate any risk arising from the budget.
7. Working with Inquiry response teams to ensure KIM responds to their eDiscovery needs and timescales, providing e-discovery services and information management expertise.
8. Lead on the strategic development of library services, including the use of Artificial Intelligence (AI) and KIM.
9. Working with other organisations in Government on mutually beneficial KIM work, representing the Welsh Government in UK KIM fora and other professional bodies and learning from best practice across the UK and beyond.
10. Leading on the Copyright and Re-use of Public Sector Information, including the re-use of data.  Policy lead in discussions with The National Archive (TNA) on Crown Copyright.
11. Act as lead contact with TNA as set out in the Memorandum of Understanding. 
12. Compliance with section 46 of the Freedom of Information Act which defines the DRO role.
13. Working with the Security team, ensuring the provision of eDiscovery services and information governance policy advice meets security obligations
14. Review innovative approaches and technologies, identify emerging implications for information and records management and ensure its fair and ethical use.
15. Working closely with digital and IT colleagues to help shape the design and implementation of digital solutions to deliver positive KIM outcomes
16. Ensuring that information risks are proactively identified and managed within the corporate risk framework and risk appetites
17. Ensure Information Asset Owners (IAOs) and Departmental Knowledge and Information Managers (DKIMs) are given training and support to enable them to carry out their responsibilities efficiently and effectively

Development opportunities

As the most senior KIM professional in the organisation the postholder will be supported to maintain and develop their professional expertise through learning and development and building relationships with KIM colleagues in other government departments and Welsh public sector bodies. The postholder will be a part of the Welsh Government’s Heads of Profession Network, learning from others and sharing good practice for leading and developing a profession in the organisation. The individual will develop an understanding of policy development and devolved responsibilities supporting the Welsh Government to deliver better outcomes for the people of Wales.

Other vacancy related information

• In the event of a large number of applications, an initial sift will be conducted against the lead assessment criterion: Experience 1. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview
• The Welsh Government library is located in Cardiff. Regular travel to the office will be expected support the library team on at least a monthly basis.
• A reserve list may be held for this opportunity. Any candidate who is successful in being offered a reserve status, will remain on the reserve list for 12 months.
• A 5 minute presentation on ‘Knowledge and Information Management’ will be required at interview stage to test experience criterion 1. More information will be provided in the invitations to interview.
• A CV should be submitted with the application (max 2 sides A4, 12pt Arial font). CVs will not be scored but will be used by the panel to gain a fuller understanding of your experience and employment history.
• Interviews will be held virtually on Microsoft Teams.
• We support Smart Working: a flexible, inclusive and safe approach that balances organisational needs with individual wellbeing. Most colleagues are expected to spend at least 40% of their working time in the office (around two days a week, pro rata for part-time colleagues) to support collaboration, connection and delivery. The remainder of the week may be spent working from home or other locations, although some roles may require more office-based attendance to meet business needs. We recognise that some colleagues may require workplace adjustments or alternative working arrangements, and these will be considered in line with individual circumstances and organisational policies. Smart Working is supported through regular conversations with managers, Team Charters and agreed working arrangements that help teams work effectively across office, remote and blended environments.