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Shared Service Support in Records & Info Admin

Job Description

The Records and Information Administrator role is part of the Records and Information Administration (RIA) team, based in the Corporate Services Operations Division, within the Central Operations Directorate. You will be joining a friendly and supportive team keen to share their expertise and knowledge to train a new team member.

The RIA team act as first-line contact for records management queries, resolving issues or referring on to other teams where needed. The majority of tasks and queries are to do with electronic records, however the role also deals with paper records and procedures. The jobholder will provide support to colleagues across the Bank, fulfilling the role of EDRM (Electronic Data Records Management) and RM (Records Management) system expert. Full training will be given.

RIAs are responsible for the administration of documents and folders in the Bank’s Electronic Document and Records Management system and associated applications throughout the information lifecycle and support the business in ensuring that users comply with the Bank’s Records Management policies and procedures.

The RIA Team works closely with various teams across the Bank including the Bank Records Management Team, business areas records management administrators, Technology Service Desk and support teams, the User Access Management (UAM) team and Recruitment support teams.

Key areas of responsibility as a RIA Team member:

Provide first-line customer support for records management queries via phone, email and the “My Service” online request tool, referring on where appropriate to Technology Support or the Bank Records Management Team. This includes:

• Assisting colleagues with problems using FileSite (the Bank’s records storage database)


• Provide guidance and advice to customers on best practice for storing and accessing records and complying with the Bank’s “Our Code” policy


• Creating, amending, reviewing and closing records management folders, and folder access rights


• Document administration including unlocking or checking in documents


• Responsible for the administration and review of folders and documents in the Bank’s Electronic Document Records Management system (ARM)


• Creating, updating and closing FileSite accounts for Bank colleagues


• Participate in the team’s daily rota, sharing responsibility with the rest of the team for the various ongoing activities and tasks including customer service and records management administration


• Records management governance and compliance including:


• Supervision and management of folders and documents throughout their lifecycle to ensure compliance with records management policies and legislation


• Govern the creation and maintenance of folders and document access ensuring correct security classifications


• Check and action Compliance and Integrity reports on all information stored


• Perform Data Protection Subject Access / Freedom of Information searches as required

Role Requirements

Minimum / Essential Criteria

• An interest in Records Management and an awareness of the importance of this for the Bank of England


• A collaborative and inclusive approach to working both within the team and with colleagues across the Bank


• Excellent customer service skills and the confidence to deal professionally with people at all levels in the organisation


• A collaborative and inclusive approach to working both within the team and with colleagues across the Bank


• Excellent customer service skills and the confidence to deal professionally with people at all levels in the organisation


• A commitment to service improvements with a customer focussed attitude


• Ability to prioritise and handle your own workload and work to tight deadlines to deliver a successful outcome


• Good written and verbal communication skills


• Able to work as part of the team and independently as required


• Accuracy and attention to detail


• Ability to learn quickly


• Solid understanding of Microsoft Office suite and the ability to learn a range of IT tools / applications software as part of the role

Desirable Criteria

• Possesses a broad understanding of the Bank’s organisational structure, or an interest in quickly acquiring this knowledge


• Knowledge or experience of Records Management within an organisation


• Working to Service Level Agreements (SLAs) in a Service Request environment

Our Approach to Inclusion

The Bank values diversity, equity and inclusion. We play a key role in maintaining monetary and financial stability, and to do that effectively, we believe we need a workforce that reflects the society we serve.

At the Bank of England we want all colleagues to feel valued and respected, so we're working hard to build an inclusive culture which supports people from all backgrounds and communities to be at their best at work. We celebrate all forms of diversity, including (but not limited to) age, disability, ethnicity, gender, gender identity, race, religion, sexual orientation and socioeconomic status. We believe that it’s by drawing on different perspectives and experiences that we’ll continue to make the best decisions for the public.

We've also partnered with external organisations to support us in making adjustments for candidates and employees in the recruitment process where they're needed.

For most roles where work can be carried out at home, we aim for colleagues to spend half of their time in the office, with a minimum of 40% per month. Subject to that minimum requirement, individuals and managers should work together to find what works best for them, their team and stakeholders.

Finally, we're proud to be a member of the Disability Confident Scheme. If you wish to apply under this scheme, you should check the box in the ‘Candidate Personal Information’ under the ‘Disability Confident Scheme’ section of the application.

Salary and Benefits Information

This specific role offers a base salary of £25,700 per annum on a full-time basis.

In addition, we also offer a comprehensive benefits package as detailed below:

• A non-contributory, career average pension giving you a guaranteed retirement benefit of 1/95th of your annual salary for every year worked. There is the option to increase your pension (to 1/50th) or decrease (to 1/120th) in exchange for salary through our flexible benefits programme each year.


• A discretionary performance award based on a current award pool.


• A 8% benefits allowance with the option to take as salary or purchase a wide range of flexible benefits. (Note effective from April 2023 and for the Benefits year 2023/24)


• 26 days’ annual leave with option to buy up to 12 additional days through flexible benefits.


• Private medical insurance and income protection.

National Security Vetting Process

Employment in this role will be subject to the National Security Vetting clearance process (and typically can take between 6 to 12 weeks post offer) and the passing of additional Bank security checks in accordance with the Bank policy. Further information regarding the vetting and security clearance requirements for the role will be provided to the successful applicant, and information about how the Bank processes personal data for these purposes, is set out in the Bank's Privacy Notice