Records Manager

About the role

Bring your records management expertise to the National Galleries of Scotland and play a vital role in shaping how we manage, preserve, and protect our information for the future.

We’re looking for an experienced and proactive Records Manager with a strong track record in developing and implementing effective records management systems. Working across all four of our amazing Galleries based in the heart of Edinburgh, you will embed best practice and help to build a culture of effective and efficient records management across the organisation.

You’ll combine excellent organisational and strategic thinking skills with the ability to train and support colleagues. Strong communication will be key, enabling you to engage with stakeholders at all levels and provide clear, practical guidance. You will also bring sound knowledge of information legislation and excellent IT skills, particularly in Office 365 and SharePoint, with the confidence to apply these in a practical, solution-focused way.

In this role, you will be responsible for implementing the records management plan for the organisation in line with the Public Records (Scotland) Act 2011. You’ll work with colleagues to develop classification schemes, implement retention schedules, and oversee systems that support both current business needs and the preservation of our historical corporate records. This is a hands-on position with real influence, giving you the opportunity to shape how information is managed.

Working 21 hours (3 days) per week there is flexibility with which days of the week you work. This can be discussed and agreed on offer. In addition, you will work an extra 5 hours per week until 31 March 2026 to support the delivery of project work.

The difference you’ll make

As part of our enthusiastic and dedicated IT team you’ll report directly to our Chief Technology Officer. Your responsibilities will include but not be limited to:

- Implementing an effective and consistent records management approach across the organisation: - Roll-out of the records management plan (RMP) across the organisation.
- Embedding of records management principles and building capacity for staff to manage records efficiently and effectively in line with the RMP.
- Provision of training and support to colleagues.
- Implementation and monitoring of retention schedules for the organisation.
- Developing, implementing and maintaining a business classification scheme, consulting with colleagues on its development.
- Annual assessment of the RMP and review of policies and procedures.
- Management, development, configuration, and implementation of systems or technology solutions to support records management as required.
- Liaising with the Governance and Compliance Manager to ensure compliance with Freedom of Information, Data Protection and other information legislation.
- Establishing a system for management of the historical corporate records, ensuring that appropriate documents are lodged with National Records of Scotland.
- Control and management of off-site records storage.
- Reviewing of processes around the management of Intranet content, including approval of documents for uploading.

Who we are looking for
To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

- Good degree or equivalent career achievements.
- Proven track record in professional records management with experience of developing records management systems and processes.
- Ability to understand organisational structures, processes, requirements and issues, and their impact on records management.
- Experience of training and supporting staff in records management processes and procedures.
- Ability to think strategically.
- A broad understanding of relevant Scottish, UK, and EU information legislation.
- Ability to provide advice and guidance to senior management.
- Excellent communication and interpersonal skills with the ability to write clearly and concisely.
- Excellent IT skills including Office 365 and SharePoint.

It would also be great if you have:

- Knowledge and understanding of the Public Records (Scotland) Act 2011.
- Project management experience.
- Previous experience in an arts or cultural organisation.

Please apply directly via our careers portal. Applications via email will not be accepted.

The closing date for applications is 12 noon on Monday, 08 September 2025.

Museum Website: https://www.nationalgalleries.org/careers