Overview
SID is part of the Service Transformation Group. The Group oversees the building of a strategic vision for modernising and digitising our legacy systems, generating a coordinated plan across the MoJ and its agencies for transformation, and tracking delivery of this transformation. Security and information management are fundamental building blocks of enabling the department to deliver. We have highly skilled experts working collaboratively with the department, Government Security Group, Government Knowledge and Information Management profession and other partners to enable the whole of the MoJ to function securely, lawfully and transparently. We identify, manage, and mitigate MoJ's security, data protection and information risks, and provide assurance against those risks. We're also home to the Counter Fraud Centre of Expertise. Part of our mission is to up-skill the department so that security becomes second nature to our people and partners.
Team Profile
Information Services Division is responsible for ensuring the MOJ:
* Manages its information so that it knows what is held and where it is held - Knowledge management and Records management
* Holds its information in compliance with legislation and is accessible - Data protection and freedom of information
* Is clear who owns the information and that they understand their responsibilities - Knowledge management
* Holds its information securely - Information assurance
Records Management Service
Records Management Service This post sits in the Records Management Service (RMS) which is part of SID and an integral part of the MOJ, managing the records of the department. We are responsible for electronic and paper records in compliance with the provisions of the Secretary of State's Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000. We work within a legislative framework (Public Records Act 1958 and 1967 (PRA), UK General Data Protection Regulations (GDPR) and Data Protection Act 2018 (DPA), Freedom of Information Act 2000 (FOIA)) and in accordance with guidelines set by independent inquiries to obtain, store, safeguard and preserve records, making them available to the public where appropriate.
The postholder will be required to ensure the programme of review of historical records remains on target and selected records are ready for transfer to The National Archives (TNA) in line with the Public records Act (PRA). Managing the Policy Review Team (five Executive Officers) who are based at 102 Petty France, in accordance with relevant HR policies, leading and inspiring the team, promoting inclusion, celebrating diversity and acting as a role model for colleagues.
All MOJ records retained by business areas/courts have to be reviewed when they are approximately 20 years old to determine whether they should be permanently preserved at The National Archives (TNA), forming part of our national historical record. The team works within a legislative framework (Public Records Act 1958 and 1967, GDPR and Data Protection Act 2018, Freedom of Information Act 2000) and in accordance with guidelines set by independent inquiries to obtain, store safeguard and preserve records, making them available to the public where appropriate. The records are both paper and digital, both need to be reviewed to determine historical importance. This is where the processes for reviewing paper-based records will require transformation and adaptation to fit with more digital ways of working. There will be a manual handling aspect to the role. There is also the potential to handle information of a distressing nature, due to the content of MoJ records held and the successful candidate will need to be able to view these in a professional manner.
Responsibilities, Activities and Duties
This list is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.
* Meeting the allocated review targets as outlined in the team annual plan
* Checking review decisions made by the Review Team to ensure clear and concise decisions have been provided showing justification for file destruction, transferring files to TNA or retaining file for continuing preservation, applying appropriate legal exemptions to information where necessary
* Working closely with RMS Registrar who has overall responsibility for managing records moving in and out of the Registry at 102 Petty France
* Manage requests for information held and relationships with internal and external stakeholders
* Providing a fast, efficient professional service adhering to departmental guidelines and strive to continually improve whilst meeting stakeholder needs
* Assisting DDRO and Head of Records Review with any ad hoc duties as required.
Candidate Profile
We are looking for an outstanding candidate who will pick up this challenge quickly and work within a busy area to fulfil the ambition to drive the move towards improved records management, preservation of records or deletion (where necessary). We are looking for someone with excellent leadership and collaboration skills, who is approachable, enthusiastic and is wanting to deliver a quality service to the Department and its customers, identifying opportunities for new ways of working.
Working Arrangements
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity. Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) - See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity). For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location's respective pay scale (any legacy arrangements/locations will need to be amended).
Flexible working hours The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ's Flexible Working policy.
Qualifications and Experience
* Experience of Records Management with an ability to deal with complex/large amounts of information
* Team work and leadership
* Ability to plan and organise
* Experience of delivering and embedding change, seeking out new opportunities to complete tasks more efficiently and adding value to processes, working with others do develop and deliver shared goals
* Collaborative working with a wide range of stakeholders to set priorities, objectives and timescales.
Desirable Criteria
* Knowledge of PRA, GDPR legislation, Data Protection Act 2018, and Freedom of Information Act 2000
* Ability to complete Manual handling
* General skills in project management, ability - the aptitude or potential to perform to the required standard
* experience - the knowledge or mastery of an activity or subject gained through involvment in or exposure to it
* technical - the demonstration of specific professional skills, knowledge or qualifications
Core Competencies
* Leadership
* Making effective decisions
* Communicating and Influencing
* Changing and Improving
Benefits
* Annual Leave – Annual leave is 25 days on appointment and will increase to 30 days after five years' service. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro‑rata basis.
* Pension – The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
* Training – The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
* Networks – The opportunity to join employee‑run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
* Support – A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
* Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
* For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
* Paid paternity, adoption and maternity leave.
* Free annual sight tests for employees who use computer screens.
Employment Policies
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 and the Civil Service Diversity and Inclusion Strategy. A Great Place to Work for Veterans The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces. For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
The MoJ offers a range of benefits: Annual Leave, Pension, Training, Networks, Support and more as described above.
Working for the Civil Service The Civil Service Code 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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order:
Complaints Procedure
* To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk);
* To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
* To the Civil Service Commission (details available here)
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
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