Records Manager

The increasing volume in the amount and complexity of information that An Garda Síochána generates, gathers and manages on a daily basis means that it is creating, receiving and retaining records of increasing value and sensitivity.

Ensuring appropriate organisational standards for Archives and Records Management is a critical element of information governance. Such standards relate to the creation, control, use, storage, transfer and maintenance of this information held or processed by the organisation. To this end, a new Records Management Office was established within An Garda Síochána in July 2025 to lead the development of improved governance practices in relation to both current and archival records.

This is a developing area and is informed by data protection legislation, the National Archives Act, internationally recognised standards for data and records management, models of best practice in policing, the wider public sector and large private organisations, and the public expectation that all records held by An Garda Síochána are appropriately safeguarded and managed.

The Senior Archivist and Records Specialist will assist the Head of Records Management with the running of this new Records Management Office and will ensure that there are appropriate standards and controls in place for the ongoing management of information and records across multiple formats.

The Records Management Office is a new business area within the remit of the Garda National Data Protection Office and, as part of the Chief Information Officer group, operates alongside other dedicated data and technology functions. The function of the Records Management Office is to improve An Garda Síochána’s approach to discharging its statutory responsibilities and to align with best practice in archives and records management.

The Records Manager, An Garda Síochána, will report to and assist leadership within Records Management in developing, implementing, managing and monitoring an organisation-wide records management strategy for the management of current and historic records in all hard copy and electronic formats.

The successful candidate will be expected to have strong functional skills and demonstrate leadership qualities and management skills, with the ability to support the development of the unit and manage staff. The Records Manager will also be expected to have the ability to build effective relationships within An Garda Síochána and with other stakeholders, principally the National Archives of Ireland.

The successful candidate must demonstrate the ability to work independently and effectively within the organisation and within the reporting structure.

Key Responsibilities:

• Assist senior managers with the development and implementation of a suite of policies and strategies in the fields of archives and records management, classification and retention.
• Liaise with the National Archives and other key external stakeholders on issues of retention, destruction, archiving, and the transfer of records, where appropriate, to the National Archives.
• Lead projects that enable greater accessibility of records in a variety of storage locations and provide for their preservation.
• Apply knowledge of current information and governance compliance requirements and legislation, for example National Archives Acts 1986 and 2018, Data Protection Act 2018, General Data Protection Regulation, and Freedom of Information.
• Carry out any other duties as may be assigned by the Head of Records Management.

Essential Criteria Candidates, by the closing date, must have:

• A Level 7 (or higher) qualification on the National Framework of Qualifications in a relevant discipline, including modules with relevance to Records Management.

and

• One year of practical experience in a similar Records Management role in the public or private sector.

Candidates must also demonstrate experience in all of the following:

• Developing and implementing policies and strategies directly relating to records management and or retention.
• Microsoft Excel and the use of cataloguing and or records management systems.
• Maintaining accurate records in compliance with legislative and governance requirements in a records or archival environment, for example National Archives legislation, data protection, General Data Protection Regulation, and Freedom of Information.

Desirable Criteria

• A Level 8 (or higher) qualification on the National Framework of Qualifications in Archival Studies or Records and Information Management from an accredited professional body.

Higher Executive Officer Level Competencies

Team Leadership

• Works with the team to facilitate high performance, developing clear and realistic objectives and addressing any performance issues if they arise.
• Provides clear information and advice as to what is required of the team.
• Strives to develop and implement new ways of working effectively to meet objectives.
• Leads the team by example, coaching and supporting individuals as required.
• Places high importance on staff development, training and maximising skills and capacity of the team.
• Is flexible and willing to adapt, positively contributing to the implementation of change.

Judgement, Analysis and Decision Making

• Gathers and analyses information from relevant sources, whether financial, numerical or otherwise, weighing up a range of critical factors.
• Takes account of broader issues, agendas, sensitivities and related implications when making decisions.
• Uses previous knowledge and experience in order to guide decisions.
• Uses judgement to make sound decisions with a well-reasoned rationale and stands by these decisions.
• Puts forward solutions to address problems.

Management and Delivery of Results

• Takes responsibility and is accountable for the delivery of agreed objectives.
• Successfully manages a range of different projects and work activities at the same time.
• Structures and organises own work and the work of others effectively.
• Is logical and pragmatic in approach, delivering the best possible results with the resources available.
• Delegates work effectively, providing clear information and evidence as to what is required.
• Proactively identifies areas for improvement and develops practical suggestions for their implementation.
• Demonstrates enthusiasm for new developments and changing work practices and strives to implement these changes effectively.
• Applies appropriate systems and processes to enable quality checking of all activities and outputs.
• Promotes a strong focus on delivering high-quality customer service for both internal and external customers.

Interpersonal and Communication Skills

• Builds and maintains contact with colleagues and other stakeholders to assist in performing the role.
• Acts as an effective link between staff and senior management.
• Encourages open and constructive discussions around work issues.
• Projects conviction, gaining support by outlining relevant information and explaining benefits.
• Treats others with diplomacy, tact, courtesy and respect, even in challenging circumstances.
• Presents information clearly, concisely and confidently when speaking and in writing.
• Collaborates with and supports colleagues to achieve organisational goals.

Specialist Knowledge, Expertise and Self Development

• Has a clear understanding of the roles, objectives and targets of self and team and how they fit into the work of the unit and organisation, and communicates this effectively to others.
• Has high levels of expertise and broad Public Sector knowledge relevant to the area of work.
• Focuses on self-development, striving to improve performance.

Drive and Commitment to Public Service Values

• Strives to perform at a high level, investing significant energy to achieve agreed objectives.
• Demonstrates resilience in the face of challenging circumstances and high demands.
• Is personally trustworthy and can be relied upon.
• Ensures that customers are at the heart of all services provided.
• Upholds high standards of honesty, ethics and integrity.

Eligibility to Apply and Certain Restrictions on Eligibility

Citizenship Requirements Eligible candidates must be:

• A citizen of the European Economic Area, which consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or
• A citizen of the United Kingdom; or
• A citizen of Switzerland pursuant to the agreement between the European Union and Switzerland on the free movement of persons; or
• A non-European Economic Area citizen who has a Stamp 4 or Stamp 5 permission.

Please note that a 50 TEU visa, which is a replacement for Stamp 4 EUFAM after Brexit, is acceptable as a Stamp 4 equivalent.

To qualify, candidates must be eligible by the date of any job offer. It is the candidate’s responsibility to maintain eligibility.

Collective Agreement: Redundancy Payments to Public Servants The Department of Public Expenditure, Infrastructure, Public Service Reform and Digitalisation letter dated 28 June 2012 introduced, with effect from 1 June 2012, a Collective Agreement regarding ex gratia redundancy payments to public servants. It is a condition of this agreement that persons availing of it will not be eligible for re-employment in the Public Service by any Public Service body, as defined by the Financial Emergency Measures in the Public Interest Acts 2009 to 2011, for a period of two years from termination of employment.

Incentivised Scheme for Early Retirement It is a condition of the Incentivised Scheme for Early Retirement that retirees under that scheme are not eligible to apply for another position in the same employment or sector.

Department of Health and Children Circular 7 of 2010 This circular introduced targeted voluntary early retirement and voluntary redundancy schemes. Persons availing of the voluntary early retirement scheme are not eligible to apply for this competition. Those who availed of the voluntary redundancy scheme must demonstrate that the non-eligibility period has expired.

Department of Environment, Community and Local Government Circular Letter LG(P) 06 of 2013 This circular introduced a voluntary redundancy scheme for local authorities. Persons availing of this scheme are not eligible for re-employment in any Public Service body for a period of two years from their date of departure.

Declaration Applicants will be required to declare whether they have previously availed of a Public Service scheme of incentivised early retirement and to declare any entitlements to a Public Service pension benefit.

General The appointment is to a permanent post in An Garda Síochána and is subject to relevant legislation, including the Policing, Security and Community Safety Act 2024 and the Public Service Management (Recruitment and Appointments) Act 2004.

Please note that appointments from within An Garda Síochána for staff employed before the commencement of the Policing, Security and Community Safety Act will be to a Civil Service grade with Civil Service terms and conditions, where applicable.

Salary Scale The Higher Executive Officer salary scale will apply to this position.

The Personal Pension Contribution salary scale, effective from 1 February 2026, is as follows: €59,435, €61,173, €62,908, €64,640, €66,380, €68,111, €69,849, €72,353 (Long Service Increment 1), €75,788 (Long Service Increment 2).

Long Service Increment 1 may be payable following three years of satisfactory service at the maximum of the scale. Long Service Increment 2 may be payable following six years of satisfactory service at the maximum of the scale.