Information Governance Officer

Information Governance Officer

Grade: Grade 7   £37,694.00 - £47,389.00

Working Pattern: 1 FTE, 35 hours weekly, fixed term opportunity for 6 months

Holiday Entitlement: 33 days, plus 9 buildings closed days (and Christmas Eve when it falls on a weekday-pro rata)

Directorate Name: Governance and Legal Services (GaLS)

Role Description

The role holder will work collaboratively with other members of the Information Governance team to provide timely, expert advice and guidance to the University community on lifecycle information governance, play a key collaborative role in the delivery of the Information and Records Management Programme, and help to embed data protection by design within strategic and operational activities.

Detailed Description

The role holder will provide specialist information and records management and data protection advice and expertise to enable the University to optimise use of information and manage information risks throughout the information lifecycle.  Reporting to the Acting Head of Information Governance (HIG) and working collaboratively and seamlessly with other members of the Information Governance team, the role holder will:

• Work with the HIG to recommend information governance policy, procedures, and guidance to manage the consistent and effective use of information and records throughout their lifecycle across the Global University
• Work with the Acting Data Protection Officer (DPO) to provide timely expert advice and recommend measures to embed data protection by design and default and data subject rights into information systems, applications, and processes
• Promote effective information governance in the design and operation of systems, applications, and procedures to realise business benefits, meet operational and regulatory requirements and mitigate information risks so that users “do the right thing with data” by default
• Assist in reviewing and monitoring compliance with data protection and information governance standards on all University campuses
• Provide timely, expert advice on all aspects of record keeping and oversight of externally provided records storage and retrieval services
• Assist in managing and responding to data protection and freedom of information requests and investigate potential data breaches

Key duties and responsibilities

The Post Holder Will:

• Assist the DPO in advising colleagues on applying information governance and data protection by design and default to projects and activities, advising on and reviewing data protection impact assessments and information risk mitigation
• Provide timely expert advice to colleagues and students on all aspects of lifecycle information governance and data protection compliance
• Work collaboratively with members of the IG team as necessary to support seamless delivery of the service including managing and responding to freedom of information and data protection requests and investigating potential data breaches
• Work collaboratively with colleagues in IG, Information Services (IS) and users to identify end to end process and information lifecycle needs when new or enhanced systems, applications and processes are being developed; advise on, recommend and review information governance architecture and controls (permissions and access rights management, folder structures, metadata, etc.) to facilitate the efficient capture, recording and retrieval of information, embed data protection by design and default and data subject rights into the configuration and use of systems, applications and processes, enable secure collaboration on a business need to see basis and easily apply University records retention and destruction policies

Education, qualifications and experience Essential

• Educated to degree level with a postgraduate/professional qualification in information governance including a strong focus on records management and data protection; or at least 18 months’ recent, relevant experience as an information governance practitioner able to evidence in-depth data protection knowledge at a professional level
• Excellent oral and written communication skills, in both written and spoken English, and the ability to produce high quality written work
• Strong digital capabilities and skills including proven knowledge and experience of using Microsoft 365 and the ability and willingness to learn new digital skills and capabilities appropriate to the role
• Demonstrable experience and skills in building positive working relationships as a team member; with the ability to communicate effectively and empathetically with colleagues at all levels to persuade users of the benefits of applying information governance and data protection principles, provide helpful guidance and advice, address concerns and manage expectations
• Possess sufficient breadth and depth of specialist knowledge in data protection and wider information governance law and good records management practice to advise others, and communicate their knowledge to a lay audience in a concise, and engaging way
• Strong time management skills and a flexible and adaptable approach with the ability to keep track of multiple tasks and to plan and prioritise workload to work effectively under pressure and meet deadlines, often in the face of changing and conflicting demands 
• Effective decision making and problem-solving skills, with the ability to respond appropriately to varying scenarios and different demands from different stakeholders, maintaining a positive professional approach at all times
• A high degree of analytical skills, attention to detail and accuracy of data handling and in all areas relating to the post
• Demonstrable application of sound information governance in own work, including adhering to information security practices and maintaining appropriate confidentiality of written and verbal communications
• Demonstrate the University Values at all times through performance and behaviour. 

Desirable

• Relevant professional experience as an information governance subject matter expert with a strong focus on data protection within a Higher Education environment, preferably in an institution with an international remit
• Experience using OneTrust for data protection impact assessments, and eCase for case management

How To Apply

• Applications can be submitted up to midnight (UK time) on Tuesday, 28th October 2025
• Please submit your CV & covering letter via the Heriot-Watt on-line recruitment.
• We welcome and will consider flexible working patterns e.g., part-time working and job share options.

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised, and otherwise treated on the sole basis of their relevant merits and abilities.  Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.

About The Team

Information Governance is a professional service team within the Governance and Legal Services Directorate. Working collaboratively with colleagues within the Directorate and across the University to support the University’s mission and contribute to its strategic priorities, we promote effective information governance to support University business worldwide and manage information risk to meet relevant legal, regulatory and audit requirements.

About Heriot-Watt University

At Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.