Ministry of Justice

Security and Information Directorate (SID)

Job Description

Job Title	Head of Policy Review Team
Group Profile	ISD - Information Services Division Records Management Service
Grade	Higher Executive Officer (HEO)

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 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 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.
Summary	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
Responsibilities, Activities and Duties	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. 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.    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.

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.   Essential criteria   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
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 CV (maximum 2 A4 pages)   personal statement of no more than 1000 words (font size minimum Arial 11) which describes how you meet the requirements set out in the responsibilities section and, essential and desirable criteria listed above.     45-minute panel interview with strength questions and following behaviours  Leadership  Making effective decisions Communicating and Influencing  Changing and Improving