Records Management Officer

C Division
Full Time

British Transport Police (BTP) are recruiting for a Records Management Officer on a Permanent contract. The role is paying £32,757.33 per annum and will be based in Cardiff. This role offers a blended approach of office and home working. 

BTP is the national police Force for the rail network throughout Great Britain, including London Underground, across which we ensure the safety and security of nearly 3 billion passenger journeys and over 100 million tons of freight every year. The world in which we work is fast-paced, operationally and commercially demanding, and constantly changing.

Purpose of the Post:

To assist the Force Records Manager in ensuring the Force manages its records effectively and in line with relevant legislation and guidance. Provide advice, guidance, and support to individuals across the organisation on best practices associated with records management.

To undertake the review of British Transport Police (BTP) electronic records (Niche), physical records (Iron Mountain, CycMOPA) and any other relevant BTP systems in line with guidance and legislation specific to Police Forces, College of Policing APP on MoPI, the Home Office guidance on retention of custody images and the NPCC National Retention Schedule. Carry out assessments of large amounts of information held by BTP and on national systems (PNC and PND) to identify risk and harm and make sounds decisions on the review, retention and disposal of records held on that basis.  

As a Records Management Officer you will be required to:

  • Conduct reviews of information held on force systems and make significant decisions in relation to the retention and disposal of records held both electronically and in physical form such as paper files / media to ensure records are managed in accordance with the Authorised Professional Practice (APP) on the Management of Police Information (MoPI), NPCC National Retention Schedule and other relevant guidance and legislation.
  • The post holder must fully assess all relevant information and systems to determine the possible future risk and harm a nominal could pose and the possible safeguarding risk to that individual themselves. This is considered specifically in relation to the decision to retain or dispose of a record and whether there remains a policing purpose to retain that record.
  • Engage with staff and records owners to provide advice, guidance and support in the application of MoPI guidance, national and local retention rules and best practices associated with records management principles.
  • Provide a service to CycMOPA / Iron Mountain users ensuring the smooth running of the systems. Process requests relating to the systems and maintain the systems to a high standard by reviewing access and usage.
  • Complete quality assurance audits on the CycMOPA system, challenging the integrity of data entered onto the system and make decisions on the appropriateness of using the system for archiving physical records. Contribute to the on-going training and development of the users.
  • Deal with physical file requests by locating, retrieving, scanning, or making copies of the master media, sending original records if required and re-archiving them once complete.
  • Conduct the centralised file merge process for the force, re-archiving records from across the country in line with this process and archive any other items as and when required.

Further information about this vacancy can be found in the attached job description. The successful Records Management Officer will be required to evidence the following:

  • Educated to A-Level or possess equivalent experience.
  • Demonstrate experience of researching and interpreting high volumes of Information.
  • Experience in recording and assessing information accurately and concisely within IT systems
  • Experience in maintaining a busy workload, prioritising demand, and working to strict deadlines.
  • Experience in maintaining and managing confidential records / information.
  • Understanding and working knowledge of Data Protection Legislation, the European Convention of Human Rights Act and Home Office, NPCC and College of Policing Guidance particularly MoPI.



If you are interested in applying to the role, then please click the "Apply" button below and upload a copy of your cover letter and CV in one PDF document. In your cover letter,

“Please provide details of any relevant skills and experience you have that would make you suitable for this role”.

Please ensure that both your cover letter and CV are uploaded as one document as there is no option to upload them separately. Applications containing only a CV will not be considered, therefore, please ensure that you include a cover letter. 

If you are interested in applying to the role, then please do not delay as interviews will be held as soon possible. In return for your experience, we can offer you:

  • Salary of £32,757.33 per annum
  • Yearly base salary increments (subject to satisfactory performance in previous PDR year)
  • Working from home allowance available to purchase suitable equipment for blended & home working
  • 28 days annual leave plus bank holidays
  • Family friendly policies including up to 26 weeks paid maternity and adoption leave
  • Bespoke benefits platform and access to Blue Light Card
  • Development opportunities including fully funded apprenticeships
  • Employee assistance programme and dedicated wellbeing hub
  • Excellent Pension scheme


BTP is an employer who cares about the impact we have on the environment and the wider challenges of climate change, and as such we are committed to reducing our carbon footprint and achieving Net Zero Carbon (NZC) through offsetting by 2035.

At BTP we are proud guardians of the railway and it is crucial that we represent the diverse communities we serve and protect. As ‘One BTP’ across the UK, we know that diversity, inclusion and belonging help us improve our decision making, foster creativity and drive innovation so all our people can thrive.

Our vacancies are open to everyone and all appointments are made based on merit. So that we can become more diverse we encourage applications from candidates from Black, Asian, and minority ethnic backgrounds, women, people who have a disability, those who are neurodiverse and persons who identify as LGBTQI+. We use positive action to encourage potential candidates from underrepresented groups through targeted workshops or advice sessions.  If you have the skills, experience and values that here in BTP we pride ourselves on then we would welcome you to apply.

For more information on Positive Action please click here or email the team on

If you have any questions about the application process, please email our friendly and helpful team where we will be happy to help you: If your question related to equality or diversity then you can also contact our Equality, Diversity and Inclusion team directly at: To reassure you, anything you ask us will be in the strictest confidence and will not form part of your application.

In order to apply, you must have the permanent right to live and work in the UK and have been resident in the UK for the previous 5 years. You will be asked these and other questions to determine your eligibility to work for British Transport Police when you start your application and you must answer honestly.

BTP GPP Police Staff Pension Scheme is administered by Royal London and this is a group personal pension plan which is available to all police staff. It’s a defined contribution scheme, offering employees the flexibility to vary their pension contributions from 4.4% to 12% of their salary. For more information, visit the Royal London dedicated pension page or email us at .Please note if you are an existing member of Police Staff in the RPS your pension will not be affected. 

Internal candidates must have completed their probation for their current substantive posting and can only apply in tenure if Head of Department approval is emailed to prior to the vacancy closing. Internal candidates must confirm that they are not subject to formal action plans for sickness/complaints/discipline or poor performance and that all mandatory training courses have been attended and are in ticket/up to date. A minimum rating of 3 (performing) or a rating of U (no rating) must have been achieved on the last reporting year PDR.


If you would like to request this advert or any information in WELSH, then please email



This opportunity is closed to applications.