Defence Business Services (DBS) - Information Rights Officer
Defence Business Services (DBS) - Information Rights Officer
1 month ago Be among the first 25 applicants
Tomlinson House, Norcross, Blackpool, Lancashire, FY5 3WP
Job Summary
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 that provides 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. We are building an inclusive culture and respectful environment that reflects the diversity of the society.
We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 28.97%. Where your role permits, we support a blended working approach alternatively known as hybrid working.
Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.
DBS has recently undertaken a review of its operational locations in the North West and have consolidated all activities in Norcross, Blackpool. A further move, to a new Government Hub at Talbot Gateway in Blackpool, is scheduled to take place in 2026.
Come and join the DBS community today!
https://youtu.be/gUw0ToaRGgk
Job Description
The Information Governance Officers support the Information Governance Leads in the management and supervision of all records across DBS, including their creation storage and potential disposal; provides assurance of the data, conducts information audits; controls the management of access to information and information systems and ensures compliance with the Data Protection legislation; Freedom of Information Act; Public Records Acts and MOD policy (JSP 441) including the disclosure of information.
The post advertised is within Information Rights, however to enable the delivery of these services we use a flexible resourcing model to respond to changes in demand to ensure continuity of business critical services to MOD.
Role Specific Responsibilities
* Take Management responsibility for one of the Information Governance roles (Information Management; Records Management compliance; Information Rights; Information Assurance)
* Ensure compliance with Information Governance legislation, in particular ensuring compliance with Data Protection legislation
* Manage the communication of the policy framework to guide DBS employees in the management of their records and helping them through the life cycle of the data (capture, store, locate, retrieve, and dispose of information).
* Manage organisation records (in conjunction with information owners), both electronic and non-electronic (e.g. paper, CDs).
* Monitor information activities to ensure statutory compliance and adherence to MOD / DBS policy, ensuring that relevant strategies, policy standards and best practice are applied correctly by conducting Information and Records Management Assurance checks and reviews to an agreed compliance schedule
* Support users in managing information by advising staff on IRM Policy and protocols and iWoW related queries
* Deliver effective Information and Records Management (IRM) (electronic and paper) to ISO 15489/JSP441 standards
* Manage the provision of access to various personnel systems or personal records; and/or business information, ensuring accurate records for a range of operational and strategic purposes are maintained
* Respond to all internal and external information governance queries across DBS in a timely manner
* Develop innovative ways for managing all the records, information and data assets of DBS
Information Rights
* Management of a disclosure cell delivering information Rights requests (Data Protection Subject Access Requests, FOI Genealogy requests; Accessing Personal Information Service; Northern Ireland Victim Payments; MAB disclosures)
* Ensuring the timely delivery of responses to Information Rights requests within the relevant statutory timeframe
Information Management
* Manage the setup, maintenance and review of records systems. Enable SharePoint capability/usability across DBS. This will involve business engagement and the build of Microsoft Office SharePoint teamsites applying appropriate access permissions and metadata
* Develop O365 capabilities to assist the business in managing their information assets (wikipages, dashboards etc.)
* Assist business areas across DBS with the implementation of retention and disposal schedules
* Promote use of SharePoint across DBS, supporting the Information and Records Management Manager in influencing and developing amongst all staff the knowledge, skills and attitudes necessary for the effective practical application of records and information management and compliance with MoD information protocols.
Records Management Compliance
* Ensure timely access is provided to civilian personnel systems (MyHR, Remedy, SHARE, Restore)
* Conduct regular audits of user access
* Maintain the Registry database of corporate records
* Ensure DBS staff sign the DBS Confidentiality Agreement
* Carry out auditing, indexing, review and disposal of records in accordance with the DBS Retention and Disposal Schedule
Information Assurance
* Management of the Registry of Processing Activities/Critical Information Asset Register and Data Flow Control Register
* Carrying out Assurance Checks as required
* Providing assistance in the investigation of Security Incidents
The Information Governance Officers support the Information Governance Leads in the management and supervision of all records across DBS, including their creation storage and potential disposal; provides assurance of the data, conducts information audits; controls the management of access to information and information systems and ensures compliance with the Data Protection legislation; Freedom of Information Act; Public Records Acts and MOD policy (JSP 441) including the disclosure of information.
The post advertised is within Information Rights, however to enable the delivery of these services we use a flexible resourcing model to respond to changes in demand to ensure continuity of business critical services to MOD.
Role Specific Responsibilities
* Take Management responsibility for one of the Information Governance roles (Information Management; Records Management compliance; Information Rights; Information Assurance)
* Ensure compliance with Information Governance legislation, in particular ensuring compliance with Data Protection legislation
* Manage the communication of the policy framework to guide DBS employees in the management of their records and helping them through the life cycle of the data (capture, store, locate, retrieve, and dispose of information).
* Manage organisation records (in conjunction with information owners), both electronic and non-electronic (e.g. paper, CDs).
* Monitor information activities to ensure statutory compliance and adherence to MOD / DBS policy, ensuring that relevant strategies, policy standards and best practice are applied correctly by conducting Information and Records Management Assurance checks and reviews to an agreed compliance schedule
* Support users in managing information by advising staff on IRM Policy and protocols and iWoW related queries
* Deliver effective Information and Records Management (IRM) (electronic and paper) to ISO 15489/JSP441 standards
* Manage the provision of access to various personnel systems or personal records; and/or business information, ensuring accurate records for a range of operational and strategic purposes are maintained
* Respond to all internal and external information governance queries across DBS in a timely manner
* Develop innovative ways for managing all the records, information and data assets of DBS
Information Rights
* Management of a disclosure cell delivering information Rights requests (Data Protection Subject Access Requests, FOI Genealogy requests; Accessing Personal Information Service; Northern Ireland Victim Payments; MAB disclosures)
* Ensuring the timely delivery of responses to Information Rights requests within the relevant statutory timeframe
Information Management
* Manage the setup, maintenance and review of records systems. Enable SharePoint capability/usability across DBS. This will involve business engagement and the build of Microsoft Office SharePoint teamsites applying appropriate access permissions and metadata
* Develop O365 capabilities to assist the business in managing their information assets (wikipages, dashboards etc.)
* Assist business areas across DBS with the implementation of retention and disposal schedules
* Promote use of SharePoint across DBS, supporting the Information and Records Management Manager in influencing and developing amongst all staff the knowledge, skills and attitudes necessary for the effective practical application of records and information management and compliance with MoD information protocols.
Records Management Compliance
* Ensure timely access is provided to civilian personnel systems (MyHR, Remedy, SHARE, Restore)
* Conduct regular audits of user access
* Maintain the Registry database of corporate records
* Ensure DBS staff sign the DBS Confidentiality Agreement
* Carry out auditing, indexing, review and disposal of records in accordance with the DBS Retention and Disposal Schedule
Information Assurance
* Management of the Registry of Processing Activities/Critical Information Asset Register and Data Flow Control Register
* Carrying out Assurance Checks as required
* Providing assistance in the investigation of Security Incidents
Person specification
As An Executive Officer, You Will Be Expected To:
* Adhere to legislation, ensuring compliance across your area of responsibility
* Apply established principles, legislation, methods and best practice to situations
* Utilise effective communication for correspondence with customers, colleagues and stakeholders at various grades throughout the busienss
* Provide advice and guidance to customers and business areas alike
* Manage staff, inclujding performance reporting
For the specific post advertised, the following criteria is desirable:
* Experience within information Governance
* Familiarity of Microsoft Office SharePoint
* Good organisational skills
* Excellent communication skills
* Data Protection Foundation Course or willing to work towards
Behaviours
We'll assess you against these behaviours during the selection process:
* Communicating and Influencing
* Managing a Quality Service
* Making Effective Decisions
* Delivering at Pace
We only ask for evidence of these behaviours on your application form:
* Communicating and Influencing
* Managing a Quality Service
Technical skills
We'll assess you against these technical skills during the selection process:
* Government Knowledge & Information Management (GKIM) profession skills framework. AG03 | Providing advice and guidance: DPA - Working
Alongside your salary of £29,580, Ministry of Defence contributes £8,569 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
* An environment with flexible working options Monday-Friday
* 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years' service (pro rata). In addition to 8 public holidays per year, you will also receive leave for the King's birthday
* Hybrid working, where role permits
* An opportunity to be considered for Reward & Recognition- £250-£5000 per year
* Family friendly policies including parental leave and adoption leave
* Learning and development tailored to your role
* Professional and personal development of skills
* A culture encouraging inclusion and diversity
* Minimum of 15 days special leave in a rolling 12 month period for volunteer reserve commitments
* Special paid leave to volunteer up to 6 days per year
* A Civil Service pension with an employer contribution of 28.97%
Allowances
This post does not offer relocation expenses.
Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.
External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.
Employment Hours
This position is advertised at 37 hours per week.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Experience and Technical skills.
Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience.
Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.
Applications Will Be Sifted On All Success Profile Elements, But In The Event Of a High Number Of Applications, An Initial Sift Will Be Conducted On The Following Success Profile Elements:
Primary: Behaviour - Managing a Quality Service
At application stage you will be assessed against the following:
Behaviours:
* Communicating and Influencing
* Managing a Quality Service
When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.
Experience:
* Candidates will be required to provide CV details to include job history and previous skills and experience.
* Candidates willl be required to provide a Personal Statement In no more than 500 words, please detail your experience of the following:
Please provide information of how you meet the criteria set out in the job description. You may wish to further include examples of how you have tackled similar tasks or demonstrated the skills outlined in the job advert. Please include detail of desired/essential criteria.
Behaviours:
At interview you will be assessed against the following:
* Communicating and Influencing
* Managing a Quality Service
* Making Effective Decisions
* Delivering at Pace
Technical:
* Technical - Government Knowledge & Information Management (GKIM) profession skills framework. AG03, Providing advice and guidance: DPA - https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fassets.publishing.service.gov.uk%2Fmedia%2F63ce61fd8fa8f53fe6b1b3e9%2FGKIM_Skills_Framework_-_static.docx&wdOrigin=BROWSELINK
In The Rare Case Where Individuals Have Exact Matching Scores, The Order Of Merit Will Be Determined Based On The Behaviour Scores At Interview In The Following Order:
* Behaviour - Managing a Quality Service
* Behaviour - Communicating and Influencing
* Technical - Government Knowledge & Information Management (GKIM) profession skills framework. AG03, Providing advice and guidance: DPA
* Behaviour - Making Effective Decisions
* Behaviour - Delivering at Pace
If Candidate Scores Are Still Exact, The Merit Order Will Then Be Determined On The Sift Score In The Following Order:
* Behaviour - Managing a Quality Service
* Behaviour - Communicating and Influencing
* Career - Personal Statement
* Career - Previous Skills
* Career - Job History
We want to offer opportunities to all who are successful at interview for our roles, but this isn’t always possible, so we do hold candidates on an active reserve list for 12 months.
Application sifting to take place Late April to Early May
Interviews are currently taking place via the following method: Face to face
Interviews will be conducted Mid May
A minimum of 2 full working days’ notice will be provided for interviews.
We endeavour to stick to these dates, but these are subject to change around business needs.
The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: DBS-EnhancedRecruitmentTeam@mod.gov.uk
MOD Recruitment Satisfaction Survey – we may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Notice sets out how we will use your personal data and your rights.
As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical.
The role currently being advertised has not been assessed as business critical and is therefore NOT open to applications from those who will require sponsorship under the points-based system. Should you apply for this role and be found to require sponsorship, your application will be rejected, and any provisional offer of employment withdrawn.
To Assist With Your Application Please Find Attached:
DBS Candidate Information Guide - Working for Defence Business Services - GOV.UK (www.gov.uk)
(26) UK Ministry of Defence: Life, LinkedIn
Technical Skills Framework - https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fassets.publishing.service.gov.uk%2Fmedia%2F63ce61fd8fa8f53fe6b1b3e9%2FGKIM_Skills_Framework_-_static.docx&wdOrigin=BROWSELINK
Feedback will only be provided if you attend an interview or assessment.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Experience and Technical skills.
Security
Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).See our vetting charter (opens in a new window).
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).See our vetting charter (opens in a new window).
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
This Job Is Broadly Open To The Following Groups:
* UK nationals
* nationals of the Republic of Ireland
* nationals of Commonwealth countries who have the right to work in the UK
* nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
* nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
* individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
* Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window)
Working for the Civil Service
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Contact point for applicants
Job Contact :
* Name : Jo Turton
* Email : jo.turton101@mod.gov.uk
Recruitment team
* Email : DBS-EnhancedRecruitmentTeam@mod.gov.uk
Further information
Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact DBS-EnhancedRecruitmentTeam@MOD.gov.uk in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints/
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Other
* Industries
Defense and Space Manufacturing
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