Overview
Closed Records Co-Ordinator – Westminster, SW1P 0PW
We are looking for a Closed Records Co-Ordinator to join the Parliamentary Knowledge & Information Office.
The postholder will be based in the Collections Development & Access team, which supports the acquisition of historically significant records from within Parliament. The team prepares and transfers records to The National Archives (TNA) for long-term preservation when they are no longer subject to any restrictions on public access. Whilst these records remain in Parliament’s custody, the Closed Records Coordinator will play an essential role in ensuring they remain accessible internally, whilst enabling Parliament to meet its legal obligations.
The role will become main co-ordinator for Parliamentary Knowledge & Information for any Freedom of Information (FOI) Requests received by members of the public. They will use their expert understanding of the closed records to ensure responses are provided within required deadlines, and ensure relevant access to material as and when required.
The role will also involve handling documents; manual handling (lifting, carrying, using a trolley), for which training will be given and reasonable adjustments can be made.
You’ll be accountable for:
Location and storage management
* Day-to-day responsibility for the tracking and management of closed record locations, both at Westminster and offsite, in co-ordination with archivists responsible for records transfer and cataloguing. Responding initially to any problems that arise.
* Manage PKI guidance and processes relating to closed records location and retrieval activities.
* Monitoring and reporting on storage locations in relation to space, capacity, and conditions. Providing steer on capacity and flagging any problems with storage or conditions.
* Foster good relationship with third party supplier for storage, working with them to resolve any immediate issues that arise, and escalating when required.
* Inclusion on repository disaster recovery plan.
FOI co-ordination
* Acting as Freedom of Information Co-ordinator for Parliamentary Knowledge & Information. Identifying requests for access to closed records.
* Co-ordinate with the Information Compliance teams in both Houses and the Parliamentary Security Directorate to facilitate reviews by other Parliamentary Offices, providing guidance where required.
If this sounds like something you would like to hear more about, please apply below.
What we’re looking for:
* Digital Skills: Excellent all-round digital skills, familiarity with Office 365, in particular confidence in using Excel.
* Management: Ability to manage, motivate and develop people, with experience of setting realistic objectives, monitoring performance, giving feedback and supporting development.
* Organisational Skills: Strong organisational skills, with experience of managing multiple tasks concurrently, reassessing priorities as new tasks are received and managing one’s own time, while keeping to schedules and meeting deadlines.
* Problem Solving: The ability to identify problems, come up with potential solutions and to adapt to changing situations.
* Customer Service Skills: Strong customer service skills, with the ability to interpret requirements and offer practical solutions to customer queries.
It would be even better if you had or if you’re willing to learn…
* Information Legislation: Knowledge of current information legislation, including the FOIA, UKGDPR, DPA and EIR.
The job description provides full details about the role and what we are looking for.
What you’ll get in return:
* 30 days annual leave (increasing to 35 after one years’ service).
* Generous pension scheme.
* Parliamentary health and wellbeing programme.
* The opportunity to witness history in the making!
The work we do is vital to House of Lords, and you will be a pivotal member in the team strengthening the work of the House. The House of Lords is the second chamber of the UK parliament. It is independent from and complements the work of the House of Commons to:
* Make laws.
* Check and challenge the actions of the government through questions and debates.
* Investigate public policy and provide a forum of independent expertise.
Please complete your online application by 23:55 on Sunday 24th August 2025.
If you require any reasonable adjustments during the application process, please contact HL Recruitment.
The House of Lords Administration is committed to increasing diversity and maintaining an inclusive workplace culture. We welcome applications from all candidates with diverse characteristics, including different ages, caring responsibilities, disability, gender/sex, gender reassignment/trans, marriage and civil partnership, pregnancy and maternity, race/ethnicity, religion or belief, sexual orientation and socio-economic status. We welcome discussions about flexible working arrangements and reasonable adjustments.
