Ministry of Justice

Security and Information Directorate (SID)

Job Description

Job Title	Records Access and Retention Officer
Group Profile	ISD - Information Services Division DRO Team Access, Retention & Library
Grade	EO

Overview of Security and Information Directorate (SID)	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 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	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 The role sits under the Departmental Records Officer (DRO). Access, Retention & Library Access, Retention & Library comprises two services: Access & Retention: Supports criminal justice professionals, victims and others by provides access to closed records using a Protocol to confirm that disclosure is lawful Provides guidance on retention of records and moratoria imposed by Public Inquiries Supports the Departmental Records Officer’s oversight of compliance with the Public Records Act 1958 and the Code of Practice on the Management of Records issued under section 46 the Freedom of Information Act 2000 MoJ Library: Provides access to peer-reviewed research and legal information through subscription databases to its customers Assists with complex literature searches, including training library users in advanced search techniques Manages a collection of digitised departmental publications as part of the department’s corporate memory. Offers guidance on compliance with copyright legislation and supports the Departmental Records Officer’s responsibilities for managing Crown Copyright in both publications and records
Summary	This post sits in the Access & Retention team and reports to the Records Access & Retention Manager. The post holder will answer requests for access to closed records and enquiries about records retention (how long we keep records), and will provide administrative support to the Access, Retention & Library team. This post involves a requirement to read records of criminal court cases. These cases often contain distressing witness descriptions of serious crimes such as murders and sexual offences. This post is based in London because the post holder will be required to read records at The National Archives in Kew, sometimes at short notice, and to host visits at the MoJ Headquarters building.
Responsibilities, Activities and Duties	The job holder will be required to carry out the following responsibilities, activities, and duties which include but are not limited to: Respond to requests for access to closed records, liaising with colleagues and archives as appropriate, and complying with data protection and other relevant legislation Respond to routine enquiries about retention periods (how long records should be kept) and moratoria on deleting/destroying records Manage the shared mailbox The following tasks will be split between the two Records Access and Retention Officers: Publish Records Retention and Disposition Schedules (RRDS) and providing administrative support when RRDS are reviewed Provide administrative support for projects that will enhance the MoJ’s compliance with the Public Records Act 1958 and the Code of Practice on the Management of Records issued under section 46 the Freedom of Information Act 2000 Compile monthly statistics and management information for Access, Retention & Library team Provide administrative support to Head of Access, Retention & Library Support communications and marketing campaigns for the DRO’s team as required Any other duties commensurate with grade

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 MoJ.  Minimum security level: Security Check (SC)  Essential skills:   Excellent oral and written communication skills A keen eye for detail Ability to deliver high quality work at pace Ability to proactively organise, prioritise and reprioritise workloads as priorities change Ability to deal with complex/large amounts of information  Desirable skills:   Qualification or experience in information and records management Understanding of the Public Records Act, Freedom of Information Act and GDPR Familiarity with Microsoft Office and M365 Applications (especially Outlook and Excel)
Application Process	This vacancy will be assessed using Success Profiles: The Civil Service recruits using Success Profiles. This means for each role we advertise; we consider what the candidate will need to demonstrate to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity. A Success Profile is made up of 5 elements: behaviours - the actions and activities that people do which result in effective performance in a job strengths - the things we do regularly, do well and that motivate us ability - the aptitude or potential to perform to the required standard experience - the knowledge or mastery of an activity or subject gained through involvement in or exposure to it technical - the demonstration of specific professional skills, knowledge or qualifications Not all the elements are relevant to every role, and will vary depending on the profession, level and type of role. Success Profiles - GOV.UK