Job Description

Job Title

Registry Officer

Group Profile

ISD - Information Services Division

Records Management Service

Grade

Administrative Officer (AO)

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 team have responsibility for providing essential records management services to departments within MoJ including; HM Courts & Tribunals Service (HMCTS), HM Prison & Probation Service (HMPPS), Shared Services Centre to name just a few. The team deal with requests for records held both on and off-site with our third-party storage provider in addition to managing records within our custody; ensuring they are kept in accordance with the relevant legislation and retention policies.
Responsibilities, Activities and Duties	The job holder will be required to carry out the following responsibilities, activities, and duties: Supporting the registrar with the management of 102 Petty France MOJ Registry, which will include: Maintaining the records stored in the registry in line with the Public records Act (PRA) and archival and governmental requirements Maintaining accurate registry and records listings enabling efficient accessibility of them recording details of location of records held in the registry and why Searching and retrieving files (digital and/or paper) as requested by authorised staff General Registry maintenance Liaising with off-site storage supplier to request the recall/return of records to agreed service levels and timeframes Responding to requests for Registry tours, scheduling them in diaries of both the requestor and tour presenters from within London RMS Management Team, supporting the delivery of them where necessary Supporting the effective maintenance of the registry (including the stationery room) in line with Health & Safety and Security recommendations Managing the team mailboxes, responding to queries as a trusted advisor and escalating as appropriate Taking delivery of records received from offsite storage, liaising with colleagues on large deliveries, including building good working relationships with stakeholders to ensure effective delivery and space management. Supporting the accurate, secure and timely transfer and dispatch of records from the Registry Reviewing records as needed, implementing decisions, engaging with and helping team members and others to do the same Assisting the Deputy Departmental Records Officer (DDRO) and London RMS team with any adhoc duties as required This role involves a significant amount of manual handling as a large proportion of the work the team undertakes involves physical paper records. 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 MoJ.

Essential skills

Ability to organize and prioritize workload to maximise your own productivity
Excellent oral and written communication skills, understanding the needs of the process and stakeholders to pass on information in a polite and professional manner.
Takes pride in providing a high-quality service, with a keen eye for detail and delivering high quality work at pace.
A good team player able to build strong relationship across the Records teams and wider to deliver results.
Ability to deal with complex/large amounts of information.
Ability to complete manual handling tasks

Desirable Skills

Experience in Records Management, however training will be provided.
Knowledge of relevant legislation i.e. the Public Records Act 1958, Freedom of Information Act 2000, Data Protection legislation, such as GDPR and Data Protection Act 2018.

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 750 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 the following behaviours

Working together (lead)

Changing and Improving

Delivering at pace
Managing a quality service

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.