Overview
Are you a dedicated person who is passionate about making a difference? Would you like to work for the Ministry of Defence? Defence Business Services (DBS) is one of the largest shared service organisations in Europe, providing a wide range of corporate services to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry. DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK's Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement.
Our Vision - To support UK defence customers with outstanding service every time. Our Mission - Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability. DBS is committed to creating a great place to work for all our colleagues, with an inclusive culture and respectful environment that reflects the diversity of society.
Role and team
The Records Review Team sits within the c.400 staff Digital, Information and Technology (DIT) area of DBS. The team provides advice to colleagues across MOD, reviews documents and makes decisions to retain, release or dispose of records. It is an operational delivery service with review targets and key performance indicators. The team also supervises volunteer reviewers and provides ad-hoc outreach services to MOD sites and units requiring guidance about the disposal of found archives.
This is an exciting time as we transition from reviewing paper records to digitally born records in various formats, some obsolete. Some records support ongoing MOD business, sensitive case work and public inquiries. We are looking for digital archivists to support a project to digitise historic paper records into an easily accessible format to enable MOD staff to conduct searches of popular record sets held by the Records Review Team.
Role type and location
The work is site-based in HM Naval Base, Portsmouth. This is a challenging role requiring a keen learner with the ability to balance immediate MOD customer needs with the broader goal of making our record holdings easily accessible to support ongoing MOD requirements. This is a fixed term appointment for three years from the date of appointment.
Responsibilities
* The compilation and maintenance of a fully searchable digital resource for all paper records held within the MOD Sensitive Archive in respect of specific subject areas.
* Indexing records/documents with a systematic process of categorising, tagging, and organising documents to enhance retrieval efficiency, enabling users to locate information quickly by keywords, metadata, or other attributes.
* Digitisation of relevant records in scope.
* Implementation of scan on demand routines in support of manual search information requests.
* Providing e-discovery and search services for ad hoc research questions and requests for information and evidence.
* Supporting the development of innovative new services to ensure access to information from mixed media and obsolete formats for casework and inquiries.
* Taking opportunities to learn from within and outside the team to become a subject matter expert and provide advice to stakeholders about record holdings in all formats.
* Providing support to the DBS Records Review Team FOI Manager in respect of that subject area.
Requirements and qualifications
* Experience of transferring historic records and mixed media into an enduring format for ongoing preservation and searches.
* Knowledge of records management and applicable statutory framework with the ability to communicate that knowledge with authority to influence and guide others.
* Desirable: Knowledge of MOD, Military Operations and Political Issues.
* Desirable: Knowledge of legal and regulatory frameworks governing record keeping in a public sector environment (e.g., Public Records Act, Data Protection Act 2018, Freedom of Information Act).
* Ability to be highly collaborative and flexible within a team to complete a range of diverse tasks to a high standard.
Benefits and terms
* Salary: £36,530 plus a Civil Service pension with an employer contribution of £10,582 (Defnied Benefit Pension scheme).
* Hybrid working where role permits, flexible working options Monday-Friday.
* 25 days paid annual leave rising to 30 days after five years (pro rata) plus 8 public holidays, plus leave for the King's birthday.
* Opportunity for Reward & Recognition; family-friendly policies including parental and adoption leave; learning and development tailored to your role.
* Support for professional and personal development and a culture that promotes inclusion and diversity.
* Special paid leave for volunteer reserve commitments (minimum 15 days per rolling 12 months) and up to 6 days per year for volunteering.
* A Civil Service pension with an employer contribution of 28.97%.
* Note: The post does not offer relocation expenses and pay-related allowances are under review.
Security, recruitment and terms
* Successful candidates must undergo a criminal record check and meet security requirements (developed vetting). See our vetting charter and baseline personnel security standard.
* Employment hours: 37 hours per week. A six-month probation period may apply for external recruits; internal rules may differ.
* The Civil Service embraces diversity and equality of opportunity. Reasonable adjustments are available during recruitment if needed.
* The MOD does not sponsor skilled worker visas for this role as it is not business critical.
Application process
Application sifting will occur in October 2025, with interviews in October 2025. You will be asked to provide CV details and a Personal Statement (up to 500 words). A minimum of two full working days’ notice will be provided for interviews. The MOD reserves the right to amend dates as required by business needs. A Disabilities Confident Scheme is available for eligible candidates. For adjustments or queries, contact: DBS-EnhancedRecruitmentTeam@mod.gov.uk.
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