Ministry of Justice

Security and Information Directorate (SID)



Job Description



Job Title

Head of Access, Retention and Library

Group Profile

ISD - Information Services Division DRO Team

Knowledge Management Team

Grade

SEO



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

The role sits under the Head of Knowledge Management (KM) and Deputy Departmental Records Officer (DDRO)

Summary

This post sits in the Knowledge Management Team, within the Departmental Records Officer’s (DRO) Team. This is one of two SEO roles in the Knowledge Management Team.


The Head of Access, Retention & Library leads two teams of passionate Knowledge and Information Management (KIM) specialists who provide access to closed records, Records Retention and Disposition Schedules (RRDS), library services (including copyright guidance), and who support the knowledge management capability of the MoJ, its executive agencies and public bodies.

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:


  • Manage the access requests service response to requests from criminal justice professionals, victims of crime, and others permitted to access closed records

  • Manage the retention service: responding to enquiries (including moratoria), regular review and updating of RRDS for all parts of the MoJ, and supporting the Head of KM and DDRO with strategic and cross-cutting retention matters

  • Provide MoJ Library services and lead on the MoJ Library’s

contracts with suppliers

  • Provide copyright services to ensure compliance with copyright law, including awareness of AI and copyright

  • Build effective relationships with stakeholders across the organisation (including public bodies)

  • Support the MoJ Librarians’ Community of Practice

  • Deputise for the Head of KM and DDRO as required



  • Line management of 5 staff

  • 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;

  • Qualification or extensive experience in information and records management

  • Holds, or is working towards, a knowledge and information management professional qualification or membership of a professional body e.g. Archives and Records Association (ARA), Chartered Institute of Librarians and Information Professionals (CILIP) or Information and Records Management Society (IRMS)

  • A thorough understanding of the Public Records Act, Freedom of Information Act and GDPR

  • Proven track record of leading and motivating teams with experience of improving engagement and service delivery responsiveness

  • Excellent communications skills to include

confidently operating and influencing at a senior level and the ability to effectively communicate complex issues in a compelling way to difficult audiences.

Desirable skills;

  • Experience of managing library contracts and services

  • Experience of managing a budget and delivering value for money services


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


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