Group Records Specialist

Contract Full Time

Group Records Specialist – This is an FTC on an initial term of 6 months, possibly to be extended to 12 months.

Our client is a leading independent yacht management company, looking after some of the world's most spectacular superyachts. They offer unparalleled services to our clientele from our 12 bases worldwide to assist in running yachts safely and efficiently and providing all the ancillary services required by these luxury assets and for the clients that enjoy them. Our expertise and highly qualified team provide the full range of services and essential support that makes the whole yachting experience a success.

Role purpose

To design, drive and lead the management of all organisational records throughout their lifecycle in a manner that complies with operational needs and appropriate laws building efficient document management systems. To produce and implement a records management strategy that aims to ensure an accessible, secure, categorised and manageable enterprise structure promoting intuitive use, discovery and retrieval of documents and other records. To author Policies and Procedures for all aspects of the records lifecycle. For example, document storage including compliance, retention, versioning, security/sharing, archiving, cleansing and secure disposal. To develop and define document filing structures, naming conventions and/or metadata schemes ensuring compliance group wide providing a basis for governance of the same.


* Responsible (in partnership with our chosen outsourced Consultants) for driving the creation, implementation and initial management of a comprehensive organisation wide records management programme covering the whole of the records lifecycle to ensure common standards across the group.
* Providing Subject Matter Expertise to an ongoing IT Transformation Programme, to cover SharePoint on the subject of records management and/or data protection.
* Responsible for defining the Records Management Strategy for the Group alongside our chosen firm of outsourced consultants, setting the tone from the top for the same, whilst creating the Policy, Procedures and Processes that the Corporate Records Officer and ultimately the Group would adhere to in their maintenance and ongoing development of the management of the records lifecycle.
* Assisting with Training of all employees during this period of transformation.
* Leading, with the support of external outsourced Consultants on the Migration of records from Laserfiche and any other system, to SharePoint, advising employees on how best to identify records to be retained, relevant nomenclature etc.
* Day-to-day administration of document and records management systems, ensuring compliance with statutory requirements and legislation in each applicable jurisdiction
* Design of a document management structure that supports the business, promotes compliance and works across a wide range of disciplines, functions and global offices.
* Drive and Lead on (in conjunction with the support of the outsourced Consultants) the collation, cleansing and potential re-structuring of documents from multiple systems to a single document management system, working across several departments and global offices operating under different legislations and statutory requirements.
* Define the requirements of the short-term, whilst determining the long-term objectives.
* Undertake research in relation to current methods of records management in conjunction with external outsourced Consultants with the intention of producing a gap analysis
* Define and lead the culture of transformation in relation to a new way of working for the whole group in order to start to promote a level of governance around the same
* Define the direction of travel for building and maintaining the corporate memory for the group including advising on best practice for accessibility and usability of keystone documents such as Policies, Procedures and Processes.

Knowledge and experience:

* Degree in an appropriate subject and 10 years' equivalent experience at a senior level of devising strategy for records management and/or information security programmes.
* Experience gained in Information Security setting.
* Strong attention to detail and eye for accuracy.
* A highly developed sense of responsibility and understanding of confidentiality.
* Resilience and ability to work under pressure in a fast-moving and constantly changing environment with a willingness to adopt a hands-on approach.
* Comfortable and confident liaising with internal and external stakeholders to gain sponsorship and mandate.
* In depth knowledge and understanding of GDPR and Data Protection Laws. Knowledge would be expected to have been gained in more than one jurisdiction.
* Compliance background preferably with an ICA membership or working towards one.
* Excellent Communication skills.
* Excellent organisation and the ability to prioritise competing demands


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