Weekly Working Hours: 37
Transform Your Career, Transform Lives
Join The Open University (OU), the UK’s largest institution for higher education and a global leader in flexible, part-time education. With a mission to expand access to quality education and deliver research excellence, we empower individuals and communities by transforming lives through learning. Learn more about our vision and values by watching this short video (clicking the link will redirect you to YouTube).
About the Role
Are you ready to play a key role in shaping the future of recordkeeping at The Open University? This exciting opportunity allows you to spearhead the development and delivery of the University’s records management function at a pivotal moment.
As Records Manager, you will lead initiatives to modernize how the OU handles its physical and digital records. You will design, refine, and promote efficient records lifecycle processes while enabling the institution to responsibly embrace emerging technologies such as AI-powered classification, intelligent search, and automated retention tools.
Working within the Knowledge and Information Management (KIM) team, you’ll engage with various faculties and departments, influence service strategies, and ensure the University meets its statutory, regulatory, and operational recordkeeping obligations. For a glimpse of our Open University Library Building, watch this short video.
Key Responsibilities
Strategy, Service Development & Emerging Technologies
- Develop and shape the OU’s records management service, ensuring it meets organisational goals and regulatory standards.
- Drive the adoption of cutting-edge tools such as AI‑enabled classification, metadata enrichment, automated retention, and enhanced search platforms.
- Contribute to policies, retention schedules, and standards that adhere to digital and AI‑assisted practices.
Operational Leadership
- Manage day-to-day records management services, emphasizing consistency, quality, and customer-focused support.
- Lead the creation, review, and execution of lifecycle processes—from creation and storage to retention and final disposal.
- Provide expert advice across departments on efficient and compliant recordkeeping practices.
Information Governance, Compliance & Risk
- Offer guidance on records management legislation, digital preservation, and industry standards.
- Support risk evaluations tied to digital records, automated tools, and AI-generated content.
- Prepare operational reports, compliance audits, and insights to inform decision-making.
Systems, M365 & SharePoint
- Collaborate with IT, Digital, and business teams to optimize M365 and SharePoint for records management.
- Design structures, metadata models, and retention schedules within M365 to enhance compliance and usability.
- Encourage adoption of advanced M365 and SharePoint features like retention labels, sensitivity configurations, automated governance, and AI-assisted search.
Stakeholder Engagement & Training
- Partner with Information Rights and Information Security teams to strengthen records management practices.
- Build lasting relationships across departments to facilitate better recordkeeping and raise awareness of responsibilities.
- Develop and deliver training, guidance, and communication campaigns to build confidence and capability university-wide.
About You
Essential Criteria
- Proven experience managing records within a complex organization.
- Thorough understanding of records management principles, retention scheduling, metadata standards, data protection, and digital practices.
- Proficiency in using M365 and/or SharePoint for information management.
- Strong ability to design records processes and drive cultural change effectively.
- Excellent communication skills for stakeholder engagement.
- Exceptional organizational skills, adept at managing multiple priorities.
- Awareness of emerging technology, including AI opportunities and risks in records management.
Desirable Criteria
- Experience working in higher education, public sector, or similarly complex environments.
- Knowledge of information security and digital preservation practices.
- Familiarity with audits and policy development.
Support with Your Application
Contact our team on 01908 541111 or email [email protected], referencing the advert number, if you:
- Have questions about the role or recruitment process.
- Require assistance or adjustments during your application due to individual circumstances.
Why Join the OU?
The Open University is dedicated to recognising great work through a range of benefits. We value flexibility, offering robust policies to support work-life balance. Explore our Staff Benefits to learn more.
Flexible Working
We embrace flexible working arrangements, including job shares, part-time roles, compressed hours, or tailored schedules. Please connect with us to discuss options that suit you best.
Working Location
This role supports hybrid working, allowing a mix of home and office-based work at our Milton Keynes site. While full-time on-site work is an option, hybrid arrangements typically involve monthly office visits and occasional on-campus meetings as required. Travel expenses to Milton Keynes will not be reimbursed.
Recruitment Timeline & Application Details
- Closing Date: Applications may close early if a sufficient number of suitable candidates apply. All roles remain open for at least a week before early closure is considered.
- Interview Date: Provisionally scheduled for 23rd July 2026.
- If you begin an application before the advert closes, please contact us to discuss support options tailored to your needs.
To apply, please submit:
- Your CV
- A Supporting Statement (up to 1000 words) detailing your interest in the role and examples aligning your skills and experience with the essential criteria listed above.
Check your progress and communications in our recruitment system. Please monitor spam/junk folders for system emails.
The Open University promotes equality, diversity, and inclusion by welcoming individuals from underrepresented groups. We strive to create an environment where diverse perspectives contribute to collective success and innovation. Together, we foster a workplace that enables everyone to thrive