Digital Records Officer – Office for National Statistics
UK JOB OPPORTUNITY | DIGITAL RECORDS OFFICER
Employer: Office for National Statistics (ONS)
Job Title: Digital Records Officer
Reference Number: 474998
Salary: £34,587 – £39,106 per year
Job Grade: Higher Executive Officer (HEO)
Contract: Permanent
Locations: Newport and Titchfield (Fareham)
Working Pattern: Full-time, Part-time, Job Share, Flexible Working, Compressed Hours
Department: Security and Information Management
Role Type: Knowledge and Information Management
Number of Vacancies: 1
Application Deadline: 11:55 pm, Thursday 10 September 2026
About the Office for National Statistics
The Office for National Statistics (ONS) is the UK’s largest producer of official statistics, covering important economic, social and demographic areas including employment, earnings, inflation, migration, crime and population.
About the Role
The Digital Records Officer will join the Knowledge and Information Management (KIM) team within the Security and Information Management directorate.
The role focuses on improving digital records management systems and processes while ensuring compliance with the Public Records Act, UK GDPR, Freedom of Information legislation and other relevant requirements.
Key Responsibilities
- Manage records throughout their lifecycle, including review, appraisal, selection and sensitivity assessment.
- Recommend records for permanent preservation at The National Archives, retention or destruction.
- Oversee appraisal, selection, transfer and sensitivity review of legacy born-digital records.
- Catalogue records selected for transfer to The National Archives.
- Support secure transfer of selected records where appropriate.
- Oversee The National Archives retention and closure application process.
- Ensure deadlines are met and queries are addressed.
- Work with Digital Services and other stakeholders on the Microsoft 365 retention model.
- Provide information and records management advice across ONS.
- Develop and deliver records management training and guidance.
- Support the Departmental Records Officer with metrics and compliance activities.
- Monitor legislative, policy and technological developments affecting records management.
- Maintain strong relationships with internal and external stakeholders.
- Participate in a rota for SharePoint-related Service Desk calls.
- Line manage two EO Records Assistants.
Essential Requirements
Applicants should have:
- Experience working in a Knowledge and Information Management role.
- Working knowledge of records management principles.
- Understanding of the Public Records Act, UK GDPR and Freedom of Information Act.
- Experience responding to enquiries from a range of stakeholders.
- Strong organisational and planning skills.
- Excellent attention to detail.
- Ability to manage multiple activities and tight deadlines.
- Strong communication and interpersonal skills.
- Experience building productive professional relationships.
- Ability to work collaboratively and flexibly.
- Experience identifying, appraising, selecting and transferring paper and digital records to The National Archives or another place of deposit.
Behaviours Assessed
- Managing a Quality Service
- Changing and Improving
- Working Together
Technical Skills
- Information Technology – Working
- Records Manager – Working
Salary and Pension
The salary is £34,587 – £39,106 per year.
ONS contributes to the Civil Service Defined Benefit Pension Scheme. The vacancy states that, based on a salary of £34,587, the employer contribution is £10,019.
Working Arrangements
The role is based in Newport or Titchfield (Fareham).
ONS operates hybrid working principles, with the postholder expected to contribute to the organisation’s overall 40% office attendance requirement, depending on business and role requirements.
The induction process will be conducted in person.
Visa Sponsorship
ONS is unable to offer visa sponsorship for this role.
Applicants must have a valid right to work in the UK when employment commences.
Applicants on a time-limited visa must have at least 18 months remaining at the point of application, according to the vacancy information.
Security Clearance
Applicants requiring SC clearance normally need to have been present in the UK for three consecutive years immediately before applying.
Eligibility may be considered by exception on a case-by-case basis.
Applicants will be required to provide UK residency information during the application process.
Application Process
The recruitment process consists of two stages.
Stage 1 – Application
Assessment will consider:
- CV
- Work history
- Skills
- Experience
- Personal statement
A personal statement of no more than 1,250 words is required.
Applicants should provide evidence against each essential criterion and are encouraged to use clear examples, ideally following the STAR technique.
Stage 2 – Interview
Successful applicants will be invited to a Microsoft Teams interview.
The interview will assess the advertised behaviours and technical skills.
A reserve list may be held for up to 12 months.
Important Recruitment Dates
Eligibility checks: 11–18 September 2026
Sift: From 21 September 2026
Interviews: From 28 September 2026
Closing date: 10 September 2026 at 11:55 pm
Nationality Requirements
The vacancy is broadly open to eligible:
- UK nationals
- Republic of Ireland nationals
- Commonwealth nationals with the right to work in the UK
- Eligible EU, Swiss, Norwegian, Icelandic and Liechtenstein nationals
- Eligible EUSS applicants and family members
- Certain individuals with limited or indefinite leave to remain
- Eligible Turkish nationals and certain family members
Applicants should check the official Civil Service nationality requirements before applying.
Diversity and Inclusion
ONS is committed to attracting candidates from a wide range of backgrounds and operates as an inclusive and equal opportunities employer.
ONS is also a Disability Confident Leader and supports reasonable adjustments throughout the recruitment process.
Artificial Intelligence and Applications
AI tools may be used to support applications, but all examples and statements must be truthful, factually accurate and based on the applicant’s own experience.
Applications may be withdrawn where plagiarism or misrepresentation is identified.
Who Should Apply?
This role may suit professionals with experience in:
- Records Management
- Knowledge and Information Management
- Information Governance
- Digital Records Management
- Information Management
- Microsoft 365 records management
- Data and information compliance
- Public Records Act compliance
- The National Archives processes
- Freedom of Information
- Data protection and UK GDPR
Important Eligibility Notice
This is NOT a visa sponsorship vacancy.
Applicants should already have the appropriate UK right to work and be able to satisfy the relevant security clearance requirements.
How to Apply
Job Title: Digital Records Officer
Employer: Office for National Statistics
Reference: 474998
Salary: £34,587 – £39,106
Location: Newport / Titchfield (Fareham)
Contract: Permanent
Closing Date: 10 September 2026, 11:55 pm