Information Asset Officer (Digital Governance) - Fixed term until 31/12/2027
Waverley Court
Salary: £34,452 - £40,501
Hours: 36 per week, 52 weeks
We are looking for a proactive, digitally focused Information Asset Officer (Digital Governance) to help improve how the Council manages, governs, and protects its information assets. Working within the Information Governance Unit, you will support digital records management and AI governance activities across the organisation, helping ensure information is managed effectively and in line with corporate, statutory and regulatory requirements. The role will help to support and promote Microsoft 365 controls, information asset management, and AI governance improvements, which will ensure the Council adapts to changing technologies and digital ways of working.
The Information Asset Officer (Digital Governance) sits within the Information Governance Unit, which is part of the Democracy & Governance service within the Chief Executive’s Office. Reporting to the Information Asset Manager, the post plays an important role in supporting the Council's digital records management, AI governance and wider information asset management.
The Information Governance Unit works across all Council services to improve how information is managed, retained, classified, protected and accessed. The unit develops and maintains the Council's information governance framework, supports records management and archives services, maintains key governance tools and standards, and helps services meet their legal and regulatory responsibilities.
This digital governance role focuses on implementing and maintaining Microsoft 365 records management controls, information asset management processes, and governance tools. You will support the development and maintenance of the Council's AI Register and Information Asset Register, while helping services improve long-term management of their digital records by developing a new Digital Records Centre. The role also supports AI governance arrangements and wider information governance projects.
Working across a large and diverse organisation, you will build strong relationships with stakeholders, deliver guidance and training, contribute to projects and help drive continual improvement in how information assets are managed throughout their lifecycle.
As an Information Asset Officer (Digital Governance), you will:
Support the development, implementation and maintenance of information asset management, records management and information governance policies, procedures and processes across the Council.
Maintain and support the Council's Information Asset Register, helping services identify, document and manage their information assets effectively.
Maintain and support the Council's new corporate AI register, ensuring it remains accurate, relevant and aligned with organisational requirements.
Support the implementation and ongoing use of records management controls within Microsoft 365 and other IT systems.
Develop a new Digital Records Centre with new procedures, training, and support for Council services that will store their long-term retained digital records in it, and maintain it through account administration and troubleshooting activities.
Support information governance and AI governance assessments and projects that improve compliance across the Council.
Triage and respond to AI governance and digital records management enquiries from internal stakeholders, providing advice and guidance in line with the Council’s policy, procedures and best practice.
Generate disposal reports and coordinate routine records disposals for the Digital Records Centre, ensuring retention and disposal processes are followed appropriately and authorised in accordance with corporate procedures.
Assist with providing performance information, management reports, and governance updates, helping identify and communicate information risks and improvement opportunities.
Contribute to the preparation of reports, briefings, presentations, and committee papers relating to information governance, records management and information asset management activities.
Deliver training, support and awareness activities to improve AI governance understanding across Council services.
Assist services in identifying strengths, weaknesses and risks within their information management arrangements and support the development of practical improvements.
Build and maintain positive working relationships with stakeholders across all Council services, providing advice, support and specialist guidance on information management matters.
Research emerging best practice, methods, technologies and approaches in records management, information governance and digital information management.
Support the implementation of information governance policies and standards, helping promote consistent adoption across the organisation.
Identify opportunities for continual improvement and contribute to organisational change initiatives that strengthen AI governance and records management practices.
Assist with archive and records management activities where required, including supporting access to archive collections, records storage arrangements and preservation activities.
The postholder will work across a variety of Council locations and may be required to access records in storage environments including warehouses, basements and attic spaces.
We are committed to a diverse and inclusive workforce where everyone feels valued and able to be their best. We particularly encourage applications from women for senior roles, as well as people from minority ethnic backgrounds, people with disabilities or neurodivergent people, care experienced people, carers and LGBT+ people across all levels of the organisation, all of whom are currently underrepresented. All applicants will be considered fairly based on skills and experience. Disabled and care-experienced applicants who meet the minimum job criteria will be guaranteed an interview.
Find out more about our commitment to equalities https://www.edinburgh.gov.uk/work-us/inclusive-edinburgh/4
As part of our goal to improve organisational culture and create a great place to work together for the people of Edinburgh, we want to make sure we're recruiting the best people. We’re interested not only in your skills and experience but also in your approach to work. Therefore, part of our interview process will be an assessment of how you would bring Our Behaviours of Respect, Integrity and Flexibility into your ways of working.
You can find out more on Our Behaviours web page Our Behaviours – The City of Edinburgh Council
Our salary range typically reflects the initial starting salary and annually increases until it reaches the top of the range.
Happy to talk flexible working.
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View Information Asset Officer Job Description
View Information Asset Officer Person Specification
THE CITY OF EDINBURGH COUNCIL
About Us:
Are you keen to shape the future of Scotland’s capital city? The City of Edinburgh Council is looking for dedicated and enthusiastic individuals to work with us and deliver key services across our capital city. We’re the second largest local authority in Scotland with a workforce of over 19,000 who all play a crucial role in maintaining and supporting vital services to over 500,000 residents. We offer an incredible variety of career opportunities across a broad range of sectors. Join us and you’ll find a role where you can make a difference and grow your career.
Our Culture:
Our Behaviours, respect, integrity, and flexibility guide everything that we do, and we strive to make sure all colleagues feel valued and have a sense of belonging in the workplace. We want to make sure that we bring people into our roles who demonstrate Our Behaviours and are dedicated and committed to our purpose of serving our community. We are focused on delivering excellent customer service to meet citizens needs and make the city a better place.
You can find out more on Our Behaviours web page Our Behaviours – The City of Edinburgh Council.
Equality, Diversity and Inclusion:
We recognise the benefits that diverse perspectives, experiences and backgrounds bring to our organisation, and we’re committed to employing a workforce that represents the population of the city we serve. We particularly encourage applicants from under-represented groups including women, LGBT+ people, racially minoritised groups, people with disabilities and people who are neurodivergent.
As part of our commitment to inclusive recruitment, we're delighted to announce that we have extended our guaranteed interview scheme to include all applicants who are or have been care experienced, and who meet the essential criteria for the post. This extends our current arrangements of being a Disability Confident Employer, that guarantee an interview to applicants who meet the criteria for the post and who declare a disability.
Happy to talk flexible working.
Colleague Support and Wellbeing
As outlined in our People Strategy 2024-27, we aim to nurture a healthy workforce where we can all thrive. We offer regular events, initiatives and learning opportunities covering a range of different health and wellbeing topics.
We’re committed to supporting employees to achieve a healthy work life balance. There are several policies in place to support this ranging from flexible work options to career breaks. Our full suite of employment policies can be found here.
We have a range of support options available including access to counselling, a mental health support service, an occupational health service, speak up supporters and a colleague listening service.
Reasonable Adjustments:
We’re committed to providing an inclusive and accessible experience at work for all our colleagues and we’ll work hard to ensure that we meet the changing needs of colleagues throughout their time with us. We’re also geared up to support all candidates who may require reasonable adjustments during the recruitment process. Candidates invited for interview, should let the hiring manager know what they need, and they will do everything they can to accommodate your request.