To develop and improve our existing information governance and
records management programme ensuring that appropriate quality
standards and compliance with relevant legislation are met. The
role-holder will provide active leadership to the Records Management
team and ensure strategic and operational goals are met.
Main Responsibilities
General Duties:
Support the London General Counsel/Head of Risk & Compliance
in furthering the department's goals and aims; Concerning the
Records Management team, ensure that service to practice
area/department needs is met and can be demonstrated
Identify and implement process improvements to all Records
Management services and collaborate with the Risk & Compliance
Team (R&C Team) to achieve overall departmental improvement.
Promote Information Governance (IG) and Records Management (RM)
services to the London office and externally in RM networks and
conferences. Building and managing relationships with stakeholders
within the London office
Actively communicate and share knowledge within the Records
Management team and wider R&C Team. Ensure that personal
professional development occurs and is fed back into the Records
Management team and services
Information Governance and
Records Management Duties:
Develop and maintain a cohesive information governance programme
(projects and services) which includes physical and electronic
records. This will include devising and implementing information
governance frameworks and ensuring the current policies and
procedures are kept up to date
Ensure consistency and sustainability of IG and RM practices
across the London office
Identify the most appropriate records management resources to meet
service requirements (including staffing, and tools)
Provide specialist advice to the senior management team on
information governance legislative compliance and good practice
Provide a wide range of training and awareness programmes about IG
and RM for a range of audiences from subject matter experts within
the team to the wider office
Administer the Information Barriers policy for the London office
and liaise with relevant local and global teams
Manage the delivery, handling, and storage of physical records
including managing weekly deliveries and collections and supporting
teams within the London office to manage the storage, scanning, and
destruction of hard copy files
Ownership of and administration of the London office record
retention and destruction policy including working with external
vendors and internal teams to ensure the destruction of records that
have reached the end of their retention period promptly
Implement a file audit process for electronic files to ensure the
office complies with Firm policies regarding client file management
Provision of training and support to teams on relevant RM/IG
processes including Information Barriers and file management
Support with data protection projects and compliance with policies
where capacity permits
Guide and advise on the resolution of specific information
management risks and issues by effective use of software, advice,
and other RM/IG resources
People Management:
Line management of the Records Management team, including
Recruitment and performance management of the team, ensuring regular
feedback is provided
Professional development of the Records Management team through
training, coaching, and mentoring. Ensuring that all training needs
of individuals are identified
Ensure that workload, workflow productivity, and quality
monitoring of output and service of the whole Records team happens
Financial Management and
Supplier Management:
Create the London Records Management budget, in conjunction with
the Head of R&C
Procurement of external RM services including offsite storage and
relevant technology solutions (currently Iron Mountain and ICompli).
On-going monitoring of spending in RM and assisting re-forecasting process.
Manage and oversee the invoice and payment processes
Regular supplier relationship management especially around service
and product development
Projects
Take responsibility for IG and RM projects assigned by the Head of
R&C. Creating relevant project documentation as well as project
planning, testing, implementation, and change management. Leading on
communication of project status and progress both within the RM team
and with key stakeholders
About The Team
Function
The London Risk & Compliance team has a wide remit, including
fulfilling the following functions:
Firm risk management
Legal, regulatory, and policy compliance
General Counsel and advisory
Partnership Secretarial
Business Protection
You will report to the Head of Risk & Compliance
Your direct reports are the Records Management team
Key relationships: London Office - Partners, Lawyers, Secretarial
Services and Business Support
About The Candidate
Technical skills, qualifications and experience
Extensive information governance and/or records management
experience, preferably in a legal, professional services or
commercial environment
Information governance or records management qualification or
accreditation would be desirable
Significant management experience
Able to demonstrate extensive and in-depth knowledge of relevant
legislation and good practice for both physical and electronic information
Extensive knowledge of both technology and non-technology
solutions available for effective and robust organizational
information governance
Able to tailor specialist technical knowledge when giving advice
or guidance on information governance and records management to a
non-expert audience
Competent with MSOffice (including Excel, Word, SharePoint) and
comfortable with technology; able to demonstrate working in
partnership with IT departments
Able to organize work to allow others easy access to information
and documents and can support and facilitate knowledge and
information sharing
Knowledge of data protection laws would be beneficial but not essential
Professionalism and development:
Able to anticipate future requirements and act upon them, seeing
the big picture and understand cause and effect
A creative and analytical thinker, bringing new ideas to the table.
Able to spot problems before they occur, solve problems, and refer
potential areas of concern to the Head of R&C
Demonstrate a commitment to own professional development - product
and technical awareness as well as trends in the market
Recognise own strengths and weaknesses and take responsibility for
seeking feedback and own development as a manager
Demonstrate a willingness to accept change and strive to be an
effective change manager. Ability to provide leadership and make
constructive changes regarding the delivery of information
governance and records management services
Client Service:
Continually strive to deliver the highest level of service
Work to understand (internal)clients' needs. Regularly seeks
feedback to improve the service offered and implements performance
improvement measures based on feedback
Utilize resources appropriately and be aware of the commercial and
legal implications in a situation Communications Skills:
Good English communication skills, both written and verbal
Can adapt communication style to suit the audience and able to
persuade and influence at all levels
Is positive, polite, and attentive in all situations, responding
promptly to requests
Work Management:
Will constantly seek more efficient ways of doing things
Manage and control expenditure within budget, justify and defend
financial management decisions
Able to manage own workload and time effectively
Aware of other team members' workloads and actively seeks to
support and assist colleagues
Able to demonstrate negotiation skills
Able to plan and manage several projects in a dynamic environment.
People Management:
Able to motivate and lead a team
Provide constructive, timely, and honest feedback on performance
at all levels - identifies and rewards positive behavior and
encourages team members to develop both technical and practical skills
Demonstrate best practice in delegating to, supervising, and
involving people effectively, seeking to play to the team's strengths
Ensure that the team adheres to team standards, procedures, and templates.
Willing to challenge the team on how things are done and offer
solutions to improve efficiency
Build effective working relationships with colleagues at all
levels and across teams
Personal qualities
These personal qualities represent the shared characteristics of high
performers across Baker McKenzie, regardless of job level and location.
Know how
Demonstrates the ability to identify the real issue, and to
anticipate requirements and potential consequences; distills a range
of possibilities by thinking in a considered, prudent manner
Has the capacity to take on new ideas and develop knowledge and
think holistically about business and address media, analyst,
employee, and client audiences
Able to move through a variety of tasks requiring different
approaches, knowledge, and expertise, with the agility of mind and
capacity for analysis and synthesis
Dedication
Driven by a strong personal sense of integrity and upholds
exemplary quality standards
Prepares thoroughly, takes responsibility, uses initiative and is
self reliant to ensure work progresses to the fullest extent possible
Hardworking and diligent with a keen understanding of client demands
Demonstrates composure when dealing with difficult situations
Personal Impact
Uses complex, coordinated influencing/negotiation strategies,
adapted to people, organizations, and/or the situation, e.g. networks
Leverages direct reports to facilitate increased collaboration
across the organization
Builds partnerships based on a common agreement that acknowledges
individual differences but creates a new commonality beyond root
belief large-scale
Creates a positive impression at all times; develops relationships
through collaboration and reciprocity
Negotiates to achieve mutually satisfactory outcomes; shows good
judgment on when to stand strong and when to compromise
Invests in, nurtures, and builds a network of productive relationships
Humanity
Respectful to others, regardless of their position, and earns the
respect of others by being transparent
Has care and concern for others and a genuine interest in others
as people
Treats delicate or confidential issues with grace and discretion.
Why Join Us?
Baker McKenzie is a truly global law firm. Founded in 1949, we advise
many of the world's most dynamic and successful business organisations
through our 13,200 people in 74 offices in 45 countries. Yet big does
not mean impersonal. We work hard to ensure that everyone knows their
role and has the support they need to perform it to the highest
standard. Our culture encourages this - how we work, think and behave
in a collaborative and fulfilling way.
In London you will be part of a 1,000 person office, which is also
our largest office globally. Originally opened in 1961, Baker McKenzie
London is well established in the UK as a leading international law
firm and is regularly involved in some of the country's most
high-profile legal matters. We can offer you the work, pride and
experience of being part of a leading law firm but in a local office
environment that is hardworking, friendly and supportive.
The strength of the firm and our culture is evidenced by a number of
recent awards, including:
Thomson Reuters (formerly Acritas' Sharplegal) Global Elite Law
Firm Brand Index, 2010- 2022 - ranked 1st
The Times Top 100 Graduate Employers 2021-2022: currently ranked 52nd
Thomson Reuters ranked the Firm No. 1 for cross-border deals for
the last 12 years. More than 70% of our deals are cross-border.
For the 14th consecutive year, the Firm was ranked first for deals
with emerging market involvement, by both number of announced and
completed deals.
Law360 ranked the Firm as one of the 400 Largest US Law Firms in
in its annual survey in 2020.
Identified as one of the Hall of Fame for best law firms for women
by Working Mother magazine, 2011-2021.
Received a a Gold Award in Stonewall's Global Workplace Equality
Index of Top Global Employers for LGBTQ+ Inclusion.
Ranked as one of the Top 20 Employers in the 2023 Social Mobility
Employer Index.
Received Double Certification for earning top marks in the 2022
Corporate Equality Index and Equidad MX of the Human Rights Campaign Foundation.
Winner of the Europe Mentorship Programme - International Firm
award in the Euromoney Women in Business Law Europe Awards 2021
Winner of the Gender Diversity International Firm, Talent
Management International Firm, and Work-Life Balance International
Firm awards in the Euromoney Women in Business Law Asia Awards 2021
Have a look at our YouTube
channel to find out more about us!
To Apply
Please click on the Apply icon to start the online application
process for this role. We will then be in touch with you once we have
reviewed your application.
For more information about this position or to discuss any
adjustments you may require during the process please contact in
confidence, Vanessa Renforth, Recruitment Manager, on Vanessa.Renforth@bakermckenzie.com
Please note Baker McKenzie does not accept unsolicited CVs. Please clickhere
for details of our Agency Policy and commitment to sourcing directly.
Commitment to Inclusion, Diversity & Equity
As the first truly global law firm, diversity and inclusion are
foundational to our culture and strategic vision. We are a Firm of
individuals from across the globe with different backgrounds, ideas,
and points of view who collegially work together to solve complex
problems and design practical solutions for our clients. Our multiple
perspectives come from many sources, including the diverse ethnicity,
culture, gender, nationality, age, sex, sexual orientation, gender
identity and expression, disability, parental status, education,
social background and life experience of our people.
Our global strategy is focused on our people, our culture, our
clients and the communities where we operate. In 2019 we enacted
ambitious new targets related to gender, racial and ethnic diversity
at the Firm. These targets are viewed as a floor, not a ceiling, to
advancing underrepresented groups, and they are backed by a variety of
strategic initiatives aimed at achieving our goals. Our strategic
vision is supported in London by six active employee led networks
which champion diversity, lead on a number of internal campaigns and
deliver a range of activity to celebrate differences in identity,
inclusion, and key dates throughout the year including: LGBT+ History
Month, International Women's Day, International Trans Day of
Visibility, Mental Health Awareness Week, Pride, Black History Month,
Social Mobility Week, International Day of Disabled Persons and many more!
Baker McKenzie London has been accredited by Disability Confident,
joining over 18,000 organisations that have signed up to help change
behaviours and cultures in businesses, networks and communities and
reap the benefits of inclusive recruitment practices.
