Job Description

Job Title	Digital Information and Records Officer
Grade	Executive Officer
Organisation structure	Digital Information & Records Management Team, Information Services Division, Security and Information Directorate, Service Transformation Group, Ministry of Justice

Overview of the Security and Information Directorate (SID)	The Security and Information Directorate (SID) is part of the Service Transformation Group (STG). The Group oversees the building of a strategic vision for modernising and digitising our legacy systems, generating a coordinated plan across the Ministry of Justice (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	The Information Services Division (ISD) is part of the SID and is responsible for promoting compliance with the Public Records Act and related legislation, providing information and records management services, overseeing responses to information access requests, selecting and transferring records for permanent preservation and providing support to public inquiries. This post sits in the Digital Information & Records Management Team which is part of ISD. We are responsible for providing the MoJ with best practice policy/guidance and fit for purpose records management tools to allow digital information to be managed effectively throughout its lifecycle. The team also oversee JustStore, one of our corporate repositories.

Job summary	The Digital Information and Records Officer role exists to support the Ministry of Justice in managing its digital information throughout the entire lifecycle. This includes ensuring information is stored in the correct repositories, available to the right people at the right time and accurately disposed of at the end of its retention period. This role supports MoJ staff by providing clear, practical advice based on policies, legal obligations and industry standards. This role sits within Information Services Division, specifically in the Digital Information and Records Management Team. The role generally reports to a senior manager within the team either at HEO or SEO level. This role does not usually involve management of staff, but it may include supervising others or taking on line-management responsibility in the future, depending on team needs.
Job description	The job holder will be required to carry out the following responsibilities, activities, and duties: Create and implement procedures to support best practice digital information and records management, ensuring compliance with legal and regulatory standards Maintain, organise and provide access digital repositories (e.g., SharePoint, MoJ’s Digital Archive), ensuring information is structured, accurate and retrievable Provide advice and guidance to staff on best practice information management including lifecycle management, retention and disposal and storage Assist with digital records end-of-lifecycle reviews including archiving, and deletion processes in line policy and process Support responses to information requests such as FOIs and Public Inquiries by identifying and retrieving relevant digital information Lead activities relating to training, engagement and upskilling staff to help embed a strong information management culture across the organisation Collaborate with key stakeholders both internally and externally to ensure governance, compliance and controls are implemented across the organisation Assist with information management continuous improvement, supporting digital transformation projects as required. 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.

Minimum eligibility	All candidates are subject to security and identity checks prior to taking up post. All external candidates are subject to a minimum of 6 months’ probation. Internal candidates are subject to probation if they have not already served a probationary period within the MoJ. All staff are required to declare whether they are a member of a group or organisation which the MoJ consider to be racist.
Application process	This vacancy will be assessed using Success Profiles to assess behaviours and technical expertise. The application process will require 250 word STAR format for the 3 identified behaviours, the submission of a CV and a statement of suitability to evidence how you meet the essential and technical criteria required for the role. Shortlisted candidates will be invited to attend a panel interview based on Civil Service Success Profiles framework.

Hours of work/working pattern	37 hour working week (standard).

Principles

▪ Job Descriptions should summarise the types of activities and level of responsibility, but not the way in which those tasks will be carried out.

▪ Job Descriptions should be task specific, but not prescriptive. For example, an administrative role may update a financial spreadsheet - the Job Description will list this activity as a task but should not dictate how or when this activity takes place.

▪ Language used in the Job Description should adequately reflect the level of the work, so for examples are staff ‘Accountable’ for an area of work, ‘Managing’ a process or ‘Undertaking’ transactional tasks.

▪ Job titles should not contain the band i.e. Band 3 Administrator.

Overview of Directorate Section

▪ Describe the main purpose and context of the job and provide a clear understanding of the job for recruitment purposes. Assume the reader starts from zero understanding of the job.

Summary Section

▪ This should provide a summary of the responsibilities, activities, and duties section, which can provide prospective applicants with the details of what the job holder is expected to do.

▪ State whether the job has line management responsibility.

Responsibilities, Activities and Duties Section

▪ All Responsibilities/Activities/Duties must be bulleted.

▪ As a guide, there should be a maximum of 6 to 10 bullet points.

▪ Bullet points should try to capture all the main tasks and activities and should not include anything that is not key to the role or is specific to an individual.

▪ Refer to the person carrying out a task as the ‘job holder‘.

▪ The list of job-specific activities should start with the most important or time consuming, ending with the least important or infrequent.

▪ Acronyms - When the full name is first mentioned in full in the body of the text, abbreviation should be in brackets and thereafter the abbreviation can be used.

▪ Try to make the activities undertaken by the job holder as generic as possible without being too specific i.e. Responsible for project planning rather than Responsible for planning the Transforming Rehabilitation project.

Minimum Eligibility

This should contain the standard eligibility criteria which is currently as follows:

▪ All candidates are subject to security and identity checks prior to taking up post.

▪ All external candidates are subject to a minimum of 6 months’ probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS.

▪ All staff are required to declare whether they are a member of a group or organisation which MoJ consider to be racist.