Information Officer 0365

Organisation: National Galleries of Scotland

Salary: £ 25,350 - £27,687

Location: Edinburgh

FULL TIME FIXED TERM (2 Years) Part-time applications will be considered.
Plus – Generous Benefits Package

The Opportunity

This role will support the full set up of Microsoft Office 365 (O365), primarily Microsoft Teams and SharePoint Online, to facilitate effective group and team working with improved records management and information security.

As part of this project, you will be involved in a wide range of activities including engaging and communicating with colleagues, gathering information, planning how to implement this project, and writing governance and training material. You will also be training colleagues to use O365 so they can collaborate, communicate, and manage their files securely.

As a member of the Planning and Performance Team you will help the Galleries comply with various information, records, and personal data legislation. You will work as part of a cross-divisional project team, led by the Records & Information Manager and the IT Infrastructure Manager, to fully implement O365.

Project background

The Galleries has invested in Microsoft A5 and A1 licensing to allow colleagues to work anywhere on different devices. Currently, colleagues can use Outlook, OneDrive, Teams chats, calls and meetings, and a SharePoint Intranet Hub site with communication sites. This project will fully set up Microsoft Office 365 (O365) to facilitate group and team communication and collaboration, information security and in-situ records management. SharePoint online document libraries with columns and metadata will become the primary storage location for team and group files, replacing network drives and personal OneDrive folders and files currently used for this purpose. We are running trials before fully implementing O365 and will be taking a more agile learn-as-we-go approach to delivering this project.

Key responsibilities:

• Work with the project team to gather information from across the Galleries to help inform the setup of Microsoft Teams and SharePoint Online
• Engage with colleagues to determine how they work, who they communicate and collaborate with, and how they currently manage files
• Work with the Information & Records Manager and Compliance Manager to help populate an Information Asset Register and Record of Processing Activities, and help refine the Records Retention Schedule
• Help the Records & Information Manager conduct research on O365 information security and records management capabilities and setup
• Work with the project team to translate information gathering findings into functional recommendations for the setup of O365 – what groups, teams, sites, libraries, columns, and metadata do we need?
• Help the project team produce governance and training content to ensure Galleries colleagues can manage and use O365 effectively
• Help the project team train colleagues face-to-face and online to use O365 apps so they can collaborate, communicate, and manage their files securely
• Help the Records & Information Manager manage, develop, and promote the use of the SharePoint Intranet and Yammer, as well as any other collaboration or communication apps we may use in future
• Help the project team address any queries or problems, and escalate any that you cannot answer or resolve yourself to the relevant people or teams who can help


The following range of knowledge, skills and experience is required. Please take note of these and make sure they are reflected in your application. Short-listing for interview will be based on meeting these requirements.

• Information, records, business, or relevant technical qualifications
• Experience of communicating and engaging with many people
• Experience of gathering material and examining it
• Ability to write governance or training material
• Ability to deliver face-to-face or online training
• Experience of dealing with problems and solving them
• Ability to work within and across teams


• Experience of using Microsoft Teams, SharePoint Online, and other O365 apps
• Knowledge of the Public Records (Scotland) Act (2011)

You must be a team player, interested in technology, and willing to learn and adapt.

About us

The National Galleries of Scotland (NGS) is home to one the world’s finest collections of art, which ranges from the Middle Ages to the present day. Our spectacular buildings house the world’s greatest collection of Scottish art, and a world-renowned collection of Scottish and international photography, welcoming many visitors to our three principal sites in Edinburgh: the Scottish National Gallery, the Scottish National Gallery of Modern Art and the Scottish National Portrait Gallery. The National Galleries of Scotland aims to preserve, display and augment the collections for the enjoyment and education of the widest possible public and to maintain NGS as a centre of excellence.

This is an exciting period of renewal for NGS, as we move forward with our engaging strategic vision that puts our audience at the heart of what we do. We’re making it our mission to broaden our impact, matching our rich collections, expertise and creativity to the needs and wants of our visitors. We’re finding new ways to connect with more people, and creating an innovative, inclusive organisation that can meet the challenges of our ever-evolving world.

‘Art for Scotland: Inspiration for the world’ is Our Vision. Inclusive, original and ambitious – we will make the national collection accessible to all and inspire curiosity across the world.

At NGS we are committed to looking at how we operate as well as how we engage with our visitors and communities. We want to play our part in tackling the Climate Emergency. We will ensure Equality, Diversity and Inclusion (EDI) is embedded across our organisation, ensuring everyone feels a sense of belonging and can be themselves.


Salary: £ 25,350 – £27,687

Starting salaries will normally be at the minimum or at a rate that reflects qualifications and/or experience which are of special value for the post and which are above minimum entry requirements.

Hours: Full Time, however part-time applications will be considered

Fixed-Term: 2 years

Annual Leave: 25 days per annum
11.5 public and privilege holidays per annum

Pension: Civil Service pension provisions enables the National Galleries of Scotland to offer a choice of occupational and stakeholder pensions, giving you the flexibility to choose the pension that suits you best.

Please note that the successful candidate will be subject to Basic Disclosure Scotland security clearance.

Application Deadline: Tuesday 04/10/2022