Associate Director, Records Management Specialist

MUFG Investor Services

  • Dublin
  • Permanent
  • Full-time
  • 16 days ago
Company DescriptionAbout MUFG Investor Services:MUFG Investor Services provides asset servicing solutions to the global investment management industry. Leveraging the financial and intellectual capital of MUFG - one of the largest banks in the world with $2.8 trillion in assets - we provide clients access to a range of leading solutions from fund administration, middle-office outsourcing, custody, foreign exchange, trustee services and depository to securities lending and other banking services.With a diverse and dynamic network of offices across the globe, MUFG Investor Services provides challenging and rewarding careers. We achieve this by offering continuous learning and development, collaborative team work environment, promotion of work-life integration, and exposure to a wide variety of work.Imagine your future at MUFG Investor Services where you can grow professionally, in a diverse and inclusive workplace that rewards your contribution.#LI-HybridJob DescriptionThe Role will be responsible for the oversight of execution of 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 closely with Data Owners, Data Stewards, Compliance, Legal, and Technology teams to ensure that records are verifiable, reliable, and accessible, while minimising risk exposure and supporting operational efficiency. Supporting the overall Risk and Compliance Management Framework at MUFG.Role and Responsibility
  • Support the head of data governance in rolling out the records management framework at MUFG.
  • Create and maintain records management policies and procedures in accordance with legal and organisational requirements.
  • Create record maps, train business functions on populating these, and align them with the record retention schedule.
  • Develop processes to keep the record retention schedule up to date by liaising with departments such as compliance, business teams, and legal as required.
  • Oversee the implementation of the record retention schedule at MUFG for both physical and digital records by working with the business, IT and supporting functions.
  • Educate staff on proper records management practices, including the creation of record maps and maintaining the record retention schedule. Create and manage a SharePoint page dedicated to records management.
  • Respond to requests for information related to records management and participate in meetings and projects as a subject matter expert.
  • Create and develop Oversight KPIs and Reporting for the records management team, including but not limited to the completion of record maps, the status of physical storage across jurisdictions, unstructured records status on SharePoint etc.
  • Develop dashboards for senior management committees and forums using power bi or other appropriate BI tools as required.
  • Build an internal community for records management by engaging stakeholders and influencing correct processes and practices.
  • Serve as the go-to person for records management issues, providing guidance and support to staff and stakeholders as needed.
  • Identify opportunities to improve records management processes and enhance record management capabilities. Review existing records management applications across MUFG Investor Services and propose more efficient methods, including automation.
  • Ensure the Organisation adheres to all relevant regulations and internal policies regarding records management. Create a process to track adherence to the policy.
  • Partner with the Business and IT to develop mechanisms to manage records more effectively as we progress toward a future state architecture.
  • Support wider company efforts and projects from a Records Management perspective with respect to new business, products and services, locations and other strategic initiatives.
  • Adhoc projects and initiatives as required to support the Data Governance and wider Risk and Compliance Frameworks.
Professional Experience
  • 5+ years' experience in records management, information governance, or compliance within financial services
  • Experience in implementing a records management program
  • Strong understanding of regulatory frameworks (e.g. GDPR) and their application to records and data life cycle management.
  • Experience with enterprise content management systems and retention tools (e.g. SharePoint, Microsoft Purview, Iron Mountain).
  • Proven ability to work cross-functionally and influence stakeholders at all levels
Skills and Knowledge
  • Experience in Records Management:
Demonstrated experience in developing and implementing records management policies, and procedures.
  • Knowledge of Information Governance:
Understanding of information governance, data security, and privacy principles and best practices.
  • Proficiency in Records Management Systems:
Experience with electronic document and records management systems (EDRMS), SharePoint, MS Purview and other relevant platforms.
  • Strong Communication and Interpersonal Skills:
Ability to communicate effectively with staff at all levels and provide training and guidance.
  • Analytical and Problem-Solving Skills:
Ability to analyse complex situations, identify issues, and develop solutions.
  • Organisational and Time Management Skills:
Ability to manage multiple tasks, prioritise workload, and meet deadlines.Behavioral CompetenciesCommunication and InfluenceEffective communication is vital for articulating policies, training staff, and collaborating across departments. Records Managers often need to influence stakeholders to adopt best practices in information handling.Integrity and Ethical JudgementGiven the sensitivity of records, especially in financial services, ethical handling of information is non-negotiable. This includes upholding confidentiality and ensuring compliance with data protection laws.Adaptability and Learning AgilityWith evolving technologies and regulatory landscapes, Records Managers must be open to continuous learning-especially in adopting tools like Microsoft Purview, Iron Mountain etc.Collaboration and Relationship BuildingThe role involves cross-functional engagement with Legal, Compliance, IT, and Risk teams. Building trust and fostering collaboration is key to embedding records management into business-as-usual.This role is a Controlled Function (CF) role under the CBI Fitness & Probity regime.Qualifications
  • Undergraduate Degree
A bachelor's degree in related field or similar for e.g. business and financial services, information management, business administration, compliance etc.
  • Post Graduate or Professional Certifications
Certification in records management such as CIMRM (Certified Information and Records Manager), ARMA international certificationsAwareness of application of ISO standard - 15489 for records managementAdditional InformationAt MUFG Investor Services, we are exceptionally proud of our approach to Hybrid Working. It enables the flexibility to thrive from wherever our employees work and, stay connected to their team and our culture. When we make Hybrid Working plans, we get to know the individual and pride ourselves in underpinning all our decisions with fairness and consistency.MUFG Investor Services provides all of its employees with an extremely attractive compensation package. In addition to base salary, there is a group medical insurance scheme, group pension scheme, reimbursement of professional subscriptions, paid holidays and assistance towards gym memberships.We thank all candidates for applying; however, only those proceeding to the interview stage will be contacted. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure fair and equitable access throughout the recruitment and selection process. All accommodation information provided will be treated as confidential and used only to provide an accessible candidate experience.MUFG is an equal opportunity employer.

MUFG Investor Services