Job summary
Are you an experienced records or information governance professional with a strong understanding of NHS records management requirements?
BPAS is seeking a Records and Archives Officer to support the effective governance of clinical and corporate records across the organisation. This role is essential in ensuring compliance with legal, NHS contractual, and regulatory requirements, including the NHS Records Management Code of Practice 2023, the Data Security and Protection Toolkit (DSPT), and CQC Information Governance standards.
Working closely with the Head of Information Governance, this role provides operational oversight of records retention, disposal, archives, and access processes across the organisation. You will also oversee the day-to-day delivery of medical record Subject Access Requests (SARs), ensuring patient information is managed lawfully, securely, and consistently.
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. Youll be organised, methodical, and comfortable working independently while collaborating with colleagues across the organisation.
Main duties of the job
Lead the development, implementation, and ongoing review of BPASs records retention schedule in line with NHS and legal standards
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Coordinate secure, auditable disposal of physical and digital records, including maintaining destruction logs
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Provide oversight of offsite archive holdings, working with logistics teams and storage providers to ensure compliance
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Proactively identify and support the removal of redundant, obsolete, or trivial (ROT) data across systems
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Maintain inventories of archived records, including review and destruction dates
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Support digital records management, including advising on SharePoint structures, metadata, and classification
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Contribute to DPIAs, supplier due diligence, and records-related risk assessments
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Provide functional oversight of medical record SARs, ensuring requests are handled in line with governance standards and legal timescales
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Support audits and inspections by providing clear evidence of records compliance
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Deliver guidance, training input, and practical tools to improve recordkeeping awareness across BPAS
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Support investigations into records-related incidents and contribute to IG risk management and business continuity planning
About us
The 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.
When you join BPAS, you become part of a values-driven organisation where compassion, professionalism, and choice guide everything we do. You will help remove barriers to safe reproductive care while supporting people to make informed choices about their health and futures.
Working with us - benefits include:
- 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.
Job description
Job responsibilities
The full job description can be found on the right hand side in the supporting documents, which is available for you to download and review.
Further Information
We may close this advert early if we receive a high number of suitable applications, although we aim to keep it open long enough to ensure a diverse and representative applicant pool.
If you have any questions about the role or require adjustments to support your application, please get in touch, we are happy to help.
Location: The role is a hybrid role, combining working from home with attendance at BPAS Head Office on a weekly basis, alongside regular visits to BPAS archive medical records storage facilities in Redditch and to BPAS clinics.
BPAS Head Office, Orion House, Athena Drive, Tachbrook Park, Leamington Spa, CV34 6RQ
Salary: £32,315 to £40,121 per annum - Depending on skills and experience
Hours Per Week: 36 Hours (full time)
Hours of Work:
Monday to Thursday - 09:00 to 17:00 | Friday - 09:00 to 15:30
Apply now Interested in making a difference? Apply today to join our team.
Values & eligibility All applicants must be pro choice and support a woman's right to choose, in line with BPAS values and mission.
Application outcome If you do not hear from us within two weeks of the closing date, unfortunately you have not been shortlisted on this occasion.
References & pre-employment checks All offers of employment are conditional on satisfactory pre-employment checks. Applicants must provide three years of employment references, including reasons for leaving and details of any gaps in employment.
Job description
Job responsibilities
The full job description can be found on the right hand side in the supporting documents, which is available for you to download and review.
Further Information
We may close this advert early if we receive a high number of suitable applications, although we aim to keep it open long enough to ensure a diverse and representative applicant pool.
If you have any questions about the role or require adjustments to support your application, please get in touch, we are happy to help.
Location: The role is a hybrid role, combining working from home with attendance at BPAS Head Office on a weekly basis, alongside regular visits to BPAS archive medical records storage facilities in Redditch and to BPAS clinics.
BPAS Head Office, Orion House, Athena Drive, Tachbrook Park, Leamington Spa, CV34 6RQ
Salary: £32,315 to £40,121 per annum - Depending on skills and experience
Hours Per Week: 36 Hours (full time)
Hours of Work:
Monday to Thursday - 09:00 to 17:00 | Friday - 09:00 to 15:30
Apply now Interested in making a difference? Apply today to join our team.
Values & eligibility All applicants must be pro choice and support a woman's right to choose, in line with BPAS values and mission.
Application outcome If you do not hear from us within two weeks of the closing date, unfortunately you have not been shortlisted on this occasion.
References & pre-employment checks All offers of employment are conditional on satisfactory pre-employment checks. Applicants must provide three years of employment references, including reasons for leaving and details of any gaps in employment.
Person Specification
Qualifications
Essential
- Degree or equivalent experience in IG, records management, information governance, or compliance.
Desirable
- BCS Practitioner Certificate in Data Protection or Records Management, IRMS Foundation/Practitioner level, or NHS DSPT-accredited IG training.
Experience
Essential
- 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.
General
Essential
- Do you support a woman's right to choose abortion?
- Are you the family or friend of a current BPAS employee? If yes, please state the name and the nature of the relationship.
- This role for 36 hours per week and with a travel to head office (in Leamington Spa) on a weekly basis - Can you commit to this?
- Regular visits to BPAS archive medical records storage facilities in Redditch and to BPAS clinics will be required - Can you commit to this?
Desirable
- Please list any further information or statements if you wish to support your application.
Knowledge and Skills
Essential
- 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 recordkeeping compliance.
- Awareness of ISO 27001 and Cyber Essentials standards.
- Competence in Microsoft 365 and digital record platforms (especially SharePoint).
- Experience structuring and managing digital files.
Person Specification
Qualifications
Essential
- Degree or equivalent experience in IG, records management, information governance, or compliance.
Desirable
- BCS Practitioner Certificate in Data Protection or Records Management, IRMS Foundation/Practitioner level, or NHS DSPT-accredited IG training.
Experience
Essential
- 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.
General
Essential
- Do you support a woman's right to choose abortion?
- Are you the family or friend of a current BPAS employee? If yes, please state the name and the nature of the relationship.
- This role for 36 hours per week and with a travel to head office (in Leamington Spa) on a weekly basis - Can you commit to this?
- Regular visits to BPAS archive medical records storage facilities in Redditch and to BPAS clinics will be required - Can you commit to this?
Desirable
- Please list any further information or statements if you wish to support your application.
Knowledge and Skills
Essential
- 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 recordkeeping compliance.
- Awareness of ISO 27001 and Cyber Essentials standards.
- Competence in Microsoft 365 and digital record platforms (especially SharePoint).
- Experience structuring and managing digital files.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
