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. 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.
Essential criteria	Good understanding of the information lifecycle Experience drafting guidance and advising others on how to best manage their information in line with policies and legislation Familiarity with information legislation such as the Public Records Act and Code of Practice on the Management of Records Good understanding on the use of M365 products for managing information, particularly SharePoint
Desirable criteria	Knowledge and Information Management qualification
Behaviours	We will assess you against these behaviours during the selection process: Making Effective Decisions (lead behaviour) Seeing the Bigger Picture Changing and Improving Communicating and Influencing

Application process	This vacancy will be assessed using Success Profiles. Will assess your behaviours, experience and strengths. The process consists of an application form, sift and interview.
Application form	We will assess your behaviours and experience on your application form. You will be asked to submit: a 250-word STAR format response to a lead behaviour question a CV / employment history a 500-word statement of suitability to evidence how you meet the essential criteria required for the role
Sift	We will assess your behaviours and experience during the sift. An initial sift based on the lead behaviour may be conducted if a large number of applications is received. Candidates who pass the initial sift may then be progressed to a full sift where all behaviours and experience are then considered or may instead progress straight to interview.
Interview	We will assess your behaviours and strengths during the interview. The strengths are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Minimum eligibility	All candidates are subject to security and identity checks prior to taking up post. The successful candidate must be prepared for an SC clearance application if not already acquired. 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.

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