Information Governance and Records Manager
As LSTM celebrates its 125th Anniversary, the organisation is moving at pace updating systems and increasing its footprint in the fight against tropical diseases with an amazing Academic Team of research professionals, a student body engaging with fresh ideas and enthusiasm supported by our Professional Services Teams in Liverpool. In an ever-changing world of technological advancements, environmental and political risks and emerging regulatory global change, as part of LSTM’s growth we are seeking an improved assurance model to support all of our activity to ensure awareness and guidance is at the fingertips of our colleagues as and when they need it, so the Organisation feels a sense of confidence during this period of change and growth for our global teams to continue their invaluable work. This role will provide support in setting out approaches for good records management for Academics and Professional Services colleagues with improved processes and guidance materials as the School embarks on a transition implementing new systems during a period of growth with an acknowledgement of the need to ensure compliance with data protection legislation that includes GDPR. Working within LSTM’s emerging Legal and Governance function, the post holder will provide information governance and records management advice and expertise to enable LSTM to comply with relevant privacy laws in all the jurisdictions in which we operate while optimising the use of information and data to support our mission working from within the Information Governance and Records Management function. Your responsibilities will include: Monitoring the DP Inbox daily for breach reports, maintaining a log, and managing responses to data protection and freedom of information requests, including potential data breach investigations. Supporting the DPO with Records of Processing Activity (ROPA), managing the Information Asset Register, assisting with Data Protection Impact Assessments, and leading audits such as the ICO Accountability Tracker. Developing and implementing data protection and records management policies, including training, awareness, and a Security Classification Scheme, across LSTM. Deputising for the Data Protection Officer in their absence. Managing the School's EDRMS (SharePoint) for efficient records management, including retention and disposal, ensuring compliance with data protection requirements. Managing and responding to FOI requests daily, maintaining an up-to-date FOI log, and ensuring responses meet the 20 working days KPI while maintaining requester anonymity. Supporting the coordination of LSTM's Publication Schemes and providing training to staff on the importance of FOI compliance. Serving as the "LSTM document controller" for managing institutional governance documents on SharePoint, leading the development and implementation of policy management processes and best practices across LSTM Group. Qualifications and skills required: Educated to degree level, hold an equivalent qualification, or evidence of relevant and significant experience in a similar role. Professional qualification in a key information governance area (e.g. GDPR Practitioner, FOI Practitioner) is essential. Membership of a relevant professional body (e.g. IRMS, ARA, CILIP) is essential. Understanding of current UK General Data Protection Regulations. Familiarity with information governance practice ideally within a HE or research data environment. Experience creating and managing file plans, metadata, permissions, etc. within a structured EDRMS (preferably in SharePoint). Awareness and application of UK GDPR and the DPA2018. Experience of promoting and implementing information and records management-related guidance, policies and procedures, including developing and managing retention schedules and disposition of records. Familiarity with Data Protection Impact Assessments, FOI requests. Awareness of the Records of Processing Activity (ROPA) and Information Asset Management. Application Process:
To apply for the position please follow the apply link and upload your CV and covering letter. Due to the volume of applications we receive, we may close our vacancies early. It is therefore advisable to apply as early as possible if you would like to be considered for a role. Please note that the successful candidate will be required to undergo an enhanced DBS and/or other international criminal record check prior to appointment and at regular points during employment. The outcome must be satisfactory to LSTM, as the duties of this post will involve direct and/or indirect contact with vulnerable adults and/or children. Inclusion is central to our values at LSTM We seek to attract and recruit people who reflect the diversity across our communities, regardless of sexual orientation, gender identity, ethnicity, nationality, faith or belief, social background, age and disability. LSTM selects candidates based on skills, qualifications, and experience. We welcome conversations about flexible working; and applications from those returning to employment after a break from their careers. About LSTM Founded in 1898 and the oldest of its kind in the world, the Liverpool School of Tropical Medicine (LSTM) is an internationally recognised centre of excellence for teaching and research in tropical diseases. Through the creation of effective links with governments, NGOs, private organisations, and global institutions and by responding to the health needs of communities, LSTM aims to promote improved health, particularly for people of the less developed/resource poorest countries in the tropics and sub-tropics. LSTM actively promotes Equal Opportunities and Safeguarding Policies
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As LSTM celebrates its 125th Anniversary, the organisation is moving at pace updating systems and increasing its footprint in the fight against tropical diseases with an amazing Academic Team of research professionals, a student body engaging with fresh ideas and enthusiasm supported by our Professional Services Teams in Liverpool. In an ever-changing world of technological advancements, environmental and political risks and emerging regulatory global change, as part of LSTM’s growth we are seeking an improved assurance model to support all of our activity to ensure awareness and guidance is at the fingertips of our colleagues as and when they need it, so the Organisation feels a sense of confidence during this period of change and growth for our global teams to continue their invaluable work. This role will provide support in setting out approaches for good records management for Academics and Professional Services colleagues with improved processes and guidance materials as the School embarks on a transition implementing new systems during a period of growth with an acknowledgement of the need to ensure compliance with data protection legislation that includes GDPR. Working within LSTM’s emerging Legal and Governance function, the post holder will provide information governance and records management advice and expertise to enable LSTM to comply with relevant privacy laws in all the jurisdictions in which we operate while optimising the use of information and data to support our mission working from within the Information Governance and Records Management function. Your responsibilities will include: Monitoring the DP Inbox daily for breach reports, maintaining a log, and managing responses to data protection and freedom of information requests, including potential data breach investigations. Supporting the DPO with Records of Processing Activity (ROPA), managing the Information Asset Register, assisting with Data Protection Impact Assessments, and leading audits such as the ICO Accountability Tracker. Developing and implementing data protection and records management policies, including training, awareness, and a Security Classification Scheme, across LSTM. Deputising for the Data Protection Officer in their absence. Managing the School's EDRMS (SharePoint) for efficient records management, including retention and disposal, ensuring compliance with data protection requirements. Managing and responding to FOI requests daily, maintaining an up-to-date FOI log, and ensuring responses meet the 20 working days KPI while maintaining requester anonymity. Supporting the coordination of LSTM's Publication Schemes and providing training to staff on the importance of FOI compliance. Serving as the "LSTM document controller" for managing institutional governance documents on SharePoint, leading the development and implementation of policy management processes and best practices across LSTM Group. Qualifications and skills required: Educated to degree level, hold an equivalent qualification, or evidence of relevant and significant experience in a similar role. Professional qualification in a key information governance area (e.g. GDPR Practitioner, FOI Practitioner) is essential. Membership of a relevant professional body (e.g. IRMS, ARA, CILIP) is essential. Understanding of current UK General Data Protection Regulations. Familiarity with information governance practice ideally within a HE or research data environment. Experience creating and managing file plans, metadata, permissions, etc. within a structured EDRMS (preferably in SharePoint). Awareness and application of UK GDPR and the DPA2018. Experience of promoting and implementing information and records management-related guidance, policies and procedures, including developing and managing retention schedules and disposition of records. Familiarity with Data Protection Impact Assessments, FOI requests. Awareness of the Records of Processing Activity (ROPA) and Information Asset Management. Application Process:
To apply for the position please follow the apply link and upload your CV and covering letter. Due to the volume of applications we receive, we may close our vacancies early. It is therefore advisable to apply as early as possible if you would like to be considered for a role. Please note that the successful candidate will be required to undergo an enhanced DBS and/or other international criminal record check prior to appointment and at regular points during employment. The outcome must be satisfactory to LSTM, as the duties of this post will involve direct and/or indirect contact with vulnerable adults and/or children. Inclusion is central to our values at LSTM We seek to attract and recruit people who reflect the diversity across our communities, regardless of sexual orientation, gender identity, ethnicity, nationality, faith or belief, social background, age and disability. LSTM selects candidates based on skills, qualifications, and experience. We welcome conversations about flexible working; and applications from those returning to employment after a break from their careers. About LSTM Founded in 1898 and the oldest of its kind in the world, the Liverpool School of Tropical Medicine (LSTM) is an internationally recognised centre of excellence for teaching and research in tropical diseases. Through the creation of effective links with governments, NGOs, private organisations, and global institutions and by responding to the health needs of communities, LSTM aims to promote improved health, particularly for people of the less developed/resource poorest countries in the tropics and sub-tropics. LSTM actively promotes Equal Opportunities and Safeguarding Policies
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