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General Information

Salary
The national salary range is £35,335- £37,847. London salary range is £40,014 - £42,859. Your salary will be dependent on your base location
Working Pattern
Full Time, Flexible Working
Vacancy Approach
External
Location
Burton-upon-Trent, Jarrow, London
Region
National
Closing Date
23-Mar-2026
Post Type
Permanent
Civil Service Grade
HEO
Number of jobs available
1
Reserve List
12 Months
Job ID
15223

Descriptions & requirements

Job description
Job Title     

Digital Information and Records Manager 

Grade     

Higher 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 Manager role exists to lead 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 and expert 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 at SEO level.
 
This role usually involves the management of staff, building capability across the team structure. 
 
Job description     
 
The job holder will be required to carry out the following responsibilities, activities, and duties:
  • Lead the development and maintenance of clear, practical policies and procedures to help the MoJ manage its digital information responsibly and in line with legal requirements
  • Oversee the organisation, structure and accessibility of core digital repositories (such as SharePoint and MoJ’s Digital Archive), ensuring information is stored correctly and can be retrieved when needed
  • Support staff across the MoJ family by providing expert guidance on good information management practices, including storing, organising, reviewing and deleting content
  • Manage the Information Manager network, ensuring that our key contacts across the MoJ are well-informed and supported
  • Lead and coordinate digital information review activities, including retention checks, cleansing work and preparation for archiving or deletion
  • Work with key stakeholders to ensure systems have strong governance controls that protect information and support good user behaviour
  • Manage and oversee improvements in how digital information is stored, accessed and governed across the organisation, including supporting transformation initiatives and projects
  • Build and maintain relationships with internal and external key stakeholders to ensure consistent, department-wide standards for managing information. wide standards 
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.

Additional Information
Working Arrangements & Further Information

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).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

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.

Benefits

The MoJ offers a range of 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.

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

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.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

Diversity & 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 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

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

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) https://www.gov.uk/settled-status-eu-citizens-families
  • 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) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.


Contact Information

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference: 15223

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference: 15223

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Making Effective Decisions, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.
Behaviours Application Form Question Word Limit
500
Making Effective Decisions

Interview stage assessments

Interview Dates
Expected 13/04/2026 14/04/2026
Behaviours
Making Effective Decisions
Seeing the Big Picture
Communicating and Influencing
Changing and Improving
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Level of security checks required
Baseline Personnal Security Standard (BPSS)

Use of Artificial Intelligence (Al)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action.  Please see our candidate guidance for more information on appropriate and inappropriate use.