SPS
Regional Records Lead
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Who are we?
SPS is a global leader in Business Process Outsourcing (BPO), headquartered in Switzerland with operations worldwide. We partner with organisations across a wide range of industries to deliver smart, scalable onsite support and back-office solutions that drive efficiency and impact.
Known for our innovation, agility and commitment to service excellence, SPS continues to redefine what’s possible in the world of BPO—helping clients stay ahead in an ever-evolving business landscape.
Job Purpose
As the EMEA Regional Records Lead, you will lead overseeing and directing the daily operations and execution of hardcopy records across the EMEA offices. This will include the assessment, coordination, and advancement of hard-copy records management across the Firm’s EMEA offices. You will ensure compliance with Firm policies, local legal requirements, plus client and compliance requests, while developing and executing services, initiatives, and projects aimed at reducing risks and costs associated with Information Governance (IG).
Responsibilities include leading as the primary EMEA hardcopy records contact for ensuring IG hardcopy processes and requests are efficiently and timely executed across EMEA offices (e.g. Legal Hold requests and Transfer requests), conducting on-site and off-site records assessments, applying retention and destruction rules, coordinating local cleanups, and overseeing third-party services for secure storage and shredding.
You will provide leadership to local records contacts (including Records Ambassadors or temporary staff), collaborate closely with the Americas Records Manager, EMEA Operations, and other key stakeholders, and interact with office managers, partners, and external vendors to deliver department hardcopy services effectively.
This position is a Fixed Term Contract; the end date is the 30th July 2027.
Duties and Responsibilities
- Lead as the primary hardcopy records contact across all EMEA offices, overseeing core processes including records requests (e.g. legal holds and transfers), records inventory, assessment, quality review, and delivery of work product for retention and disposal domains across EMEA offices.
- Be able to efficiently utilise and update hardcopy records indexes in iCompli, the Firm’s Global Records Management system, for EMEA offices, where needed. Including being able to train new EMEA office users on iCompli and validate their accurate use of iCompli. Plus, on demand iCompli regional help include requests such as EMEA office records label printing.
- Work closely with accountable office and Firm stakeholders across records requests plus retention and disposal to ensure the timely delivery of work requests.
- Responsible for regular timely tracking and maintaining accurate trackers of key records and IG operational and other metrics, across the EMEA offices, into the Americas Records Manager and IG team.
Onboarding and Cleanup:
- Lead the identification, prioritization, scheduling and projects of the outstanding EMEA offices not yet onboarded to the iCompli. Partner with local office and ambassador resources, where available, to progress the hardcopy assessment, review and rationalization. Work with the Records team to ensure a plan and execution of loading the local records indexes. Lead and deliver training on iCompli to relevant local office staff for the newly onboarded office (new ambassador, PA’s etc).
- Continuously assess EMEA offices hardcopy maturity and inventory on and offsite, to ensure firm hardcopy processes and polices are being followed. Escalating to and work with the Americas Records Manager were risks and gaps are discovered.
- Identify and partner with local office managers and/or ambassadors where local hardcopy records cleanup is needed. Consider on a regular basis where Firm office real estate planned changes may trigger or drive such reviews or rationalization of hardcopy holdings.
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Draft, review, and present proposals, project plans, status reports, metrics, and other information in a format and style relevant for the intended audience.
- Communicate directly with IG senior management; state areas of concern, address questions, and/or resolve outstanding issues with the appropriate parties.
- Develop and maintain professional and cooperative working relationships with all IG and EMEA staff.
Regional Records Office Oversight:
- Review, and work with the Americas Records Manager to revise standard operating procedures in support of retention tasks and initiatives for EMEA offices where needed.
- Monitor on a quarterly basis the volume of records that exist in the EMEA office Records Centers and analyse the circulation rates of records in off-site warehouses.
- Monitor availability of EMEA offices on-site storage space and work closely with Facilities Managers to rationalize space, when necessary.
- Maintain awareness with, and partnership with local office managers (who own and maintain the local contracts and contacts) around the Firm's relationship with various external record-related vendors including participation in contract negotiations with vendors, where needed.
Disposal Process Management:
- Partner with the Americas Records Manager and IG Operations Manager for the regular IG cycles and reviews of expired records, following the Firm Records Retention Schedules. Be able to take these, review and determine what EMEA record holdings have expired. Ensure Firm disposal processes are followed (e.g. checking first for active legal holds).
- Ensure any EMEA expired records disposals are correctly executed and include compliant certificates of disposal or related proof of destruction. This disposal evidence must be inventoried and filed in iCompli for those records and validated by the Americas Records Manager.
Candidate Skills
- Strong proven experience in risk management, information governance, or records management.
- Preference for law firm or professional services experience.
- Proficiency in Records Management System (RMS); experience with iCompli or similar preferred.
- Educational background in information management, or records management.
- Proficiency in Legal Document Management Systems (DMS); preference for iManage Work experience.
- Proficiency in Microsoft Office and M365 applications (Word, Excel, PowerPoint, Teams, Visio).
- General knowledge of information governance principles and technologies.
- Proactive, resourceful, and takes initiative.
- Fluency in English; additional EMEA languages a plus. (French & German).
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Equal Opportunities at SPS
We are proud of the progress we've made in building a truly inclusive workplace where Equal Opportunity is more than a principle, it’s a commitment in action. We have an ambitious equality, diversity and inclusion approach recognising that a more diverse workforce creates a richer and more varied working environment. Diversity drives innovation and enables us to deliver the highest quality service to our clients.
As part of our commitment to engage positively and proactively with all our employees and to ensure an inclusive culture, we have a growing range of employee led networks that support and amplify underrepresented voices across the business, including our Women and Gender Equality Network, LGBTQIA+ community, Neurodiversity and Disability Network, Wellbeing Group, Origins Network (focusing on race, ethnicity, religion and culture), Menopause Group, Domestic Abuse Support Network and Men’s Group. These initiatives are driving meaningful change, fostering awareness and helping create an environment where all our people can thrive and contribute with confidence.
We welcome and encourage applications from people of all backgrounds and are committed to building a diverse and inclusive workforce that reflects the communities we serve.
We are proud to be a Disability Confident employer. All applicants with a disability who fulfil the role criteria will be progressed to the next stage of the process. Please let us know what reasonable adjustment, if any, you require.
What You’ll Receive from us
No matter where you may be in your career or personal life, our benefits are designed to add value and support, recognising and rewarding you fairly for your contributions.
N.B. Some roles within SPS may involve manual handling tasks. While not all positions require this, where such duties are necessary, they will be undertaken in line with an individual’s physical capabilities. If you have a disability or health condition that may affect your ability to perform manual handling tasks, we encourage you to let us know at the interview stage. This will enable us to explore and, where appropriate, implement reasonable adjustments to support you in the role. SPS is committed to providing equal opportunities in all aspects of employment. We welcome applications from individuals regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation in line with the Equality Act 2010. Our commitment to inclusion applies throughout the employment journey, including recruitment, selection, training, progression and pay.
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