British Pregnancy Advisory Service (BPAS) seeks a Records and Archives Officer to support the governance of clinical and corporate records, ensuring compliance with legal, NHS contractual, and regulatory requirements such as the NHS Records Management Code of Practice 2023, the Data Security and Protection Toolkit (DSPT), and CQC Information Governance standards.
Main duties of the job
- Lead the development, implementation, and ongoing review of BPAS’s records retention schedule in line with NHS and legal standards
- Coordinate secure, auditable disposal of physical and digital records, including maintaining destruction logs
- Provide oversight of off‑site archive holdings, working with logistics teams and storage providers to ensure compliance
- Proactively identify and support removal of redundant, obsolete, or trivial (ROT) data across systems
- Maintain inventories of archived records, including review and destruction dates
- Support digital records management, advising on SharePoint structures, metadata, and classification
- Contribute to DPIAs, supplier due diligence, and records‑related risk assessments
- Oversight of medical record Subject Access Requests (SARs), ensuring requests are handled in line with governance standards and legal timescales
- Support audits and inspections by providing clear evidence of records compliance
- Deliver guidance, training input, and practical tools to improve record‑keeping awareness across BPAS
- Support investigations into records‑related incidents and contribute to information governance risk management and business continuity planning
About you
We are looking for a knowledgeable and detail‑focused professional with experience in records management, information governance, or a related compliance role—ideally within a healthcare or NHS‑aligned environment. You will have a strong understanding of records retention, disposal, and access controls, and be confident working with both paper and digital records. You will be organised, methodical, and comfortable working independently while collaborating with colleagues across the organisation.
About us
British Pregnancy Advisory Service (BPAS) is the UK’s largest independent reproductive healthcare charity, providing evidence‑based, not‑for‑profit reproductive healthcare. We work mainly on behalf of the NHS, offering abortion care, contraception, and STI testing and treatment across the country.
Benefits
- 34 days annual leave (including bank holidays)
- Life assurance at 3 salary
- Defined contribution pension scheme
- Access to GP 24/7, 365 days a year
- MyMindPal mental fitness app and 24/7 counselling support
- Online discounts, discounted gym membership, and other lifestyle benefits
- Family‑friendly policies to support work‑life balance
Safeguarding, Equality & Diversity
BPAS is committed to safeguarding and promoting the welfare of everyone who uses our services, and all staff share this responsibility. Recruitment follows safer‑recruitment principles and includes appropriate pre‑employment checks. We actively welcome applications from people of all backgrounds, identities, and experiences. We are proud to be an inclusive employer and will make reasonable adjustments to ensure a fair and accessible recruitment process for all candidates.
Qualifications
- Degree or equivalent experience in IG, records management, information governance, or compliance.
- BCS Practitioner Certificate in Data Protection or Records Management, IRMS Foundation/Practitioner level, or NHS DSPT‑accredited IG training.
Experience
- Demonstrable experience in records management or IG roles.
- Experience producing or supporting evidence for NHS DSPT, CQC inspections, or IG audits.
- Experience working in clinical, regulatory, or high‑sensitivity environments.
Knowledge and Skills
- Strong working knowledge of NHS Records Management Code of Practice (2023), UK GDPR storage and retention principles, and the NHS Data Security and Protection Toolkit (DSPT).
- Understanding of the role of Information Asset Owners (IAOs) in record‑keeping compliance.
- Awareness of ISO 27001 and Cyber Essentials standards.
- Experience structuring and managing digital files.
Job Details
Salary: £32,315 to £40,121 per annum, depending on skills and experience.
Hours per week: 36 (full time). Monday to Thursday 09:00–17:00, Friday 09:00–15:30.
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