Overview
Senior Associate, Records Management Administrator at MUFG Investor Services. The role supports MUFG’s records management framework, ensuring that all records—physical and electronic—are created, maintained, and disposed of in accordance with legal, regulatory, and internal policy requirements.
This role underpins MUFG’s commitment to data integrity, transparency, and compliance by embedding robust records lifecycle practices across the organisation. The Records Manager will work with Data Owners, Data Stewards, Compliance, Legal, and Technology teams to ensure records are verifiable, reliable, and accessible, while minimising risk exposure and supporting operational efficiency. Supporting the overall Risk and Compliance Management Frameworks at MUFG.
Responsibilities
* Assist the Head of Data Governance and the Records Management Specialist in coordinating the rollout of the Records Management Framework across MUFG, including scheduling meetings, preparing agendas, and tracking action items.
* Help maintain records management policies and procedures by formatting documents, version tracking, and ensuring updates are distributed to relevant stakeholders.
* Support the creation and maintenance of record maps by setting up templates, tracking completion status, and following up with business units to ensure timely updates.
* Maintain a central log of the record retention schedule and assist in coordinating updates by liaising with Compliance, Legal, and Business teams.
* Monitor the implementation of the retention schedule for both physical and digital records, flagging overdue actions and escalating where necessary.
* Coordinate logistics for training sessions on records management practices, including calendar invites, materials preparation, and attendance tracking. Maintain a SharePoint site with up-to-date resources.
* Act as the first point of contact for general records management queries, escalating complex issues to senior team members as needed.
* Assist in the development and maintenance of oversight KPIs and reports, including tracking the completion of record maps, physical storage status, and SharePoint usage.
* Support the preparation of dashboards and reports for senior management using Excel or Power BI, under the guidance of senior team members.
* Maintain a log of process improvement suggestions and assist in documenting changes to records management procedures.
* Track adherence to records management policies by maintaining checklists, reminders, and follow-up logs.
* Coordinate meetings and documentation between Data Governance, Business, and IT teams to support the development of future-state records management processes.
* Adhoc projects and initiatives as required to support the Data Governance and wider Risk and Compliance Frameworks.
Skills and Knowledge
* Experience in Records Management and demonstrated ability to develop and implement records management strategies, policies, and procedures.
* Knowledge of Information Governance, data security, and privacy principles and best practices.
* Experience with electronic document and records management systems (EDRMS), SharePoint, MS Purview and other relevant platforms.
* Excellent communication and interpersonal skills; ability to train and guide staff.
* Analytical and problem-solving skills to analyse complex situations and develop solutions.
* Strong organisational and time management skills; ability to manage multiple tasks and meet deadlines.
Qualifications
* Education: Undergraduate Degree in a related field (e.g., business, information management, business administration, compliance) or equivalent.
* Postgraduate or Professional Certifications: Certification in records management (e.g., CIMRM, ARMA) and awareness of ISO 15489 for records management.
* Professional Experience: 3+ years’ experience in records management, information governance, or compliance within financial services; experience supporting the implementation of a records management program; experience with enterprise content management systems and retention tools (e.g., SharePoint, Microsoft Purview, Iron Mountain); proven ability to work cross-functionally.
Note: This role is a Controlled Function (CF) role under the CBI Fitness & Probity regime.
Employment details
* Seniority level: Associate
* Employment type: Full-time
* Job function: Other
MUFG Investor Services is an equal opportunity employer.
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