OFFICIAL - SENSITIVE

Full job description

Salary

£29,303 - £31,061

Number of jobs available

Detail of reserve list

12 Months

Region

Midlands

City/Town

Burton-upon-Trent

Building/Site

Branston Registry, Burton-upon-Trent, DE14 3EG

Grade

Organisation Grade for MoJ

Post Type

Permanent

Flexible Working Pattern

Full Time

Role Type

Operational Delivery

Will the successful applicant have line manager responsibilities?

Yes

Job description

Offender Subject Access Request Team Leader

Number of jobs available 1

Detail of reserve list 12 Months

Grade EO Organisation Grade for MoJ EO

Post Type Permanent Working Pattern Full Time

Role Type Operational Delivery, Knowledge & Information Management

Region Midlands/Town Burton-upon-Trent

Building/Site Branston Registry, Burton-upon-Trent, DE14 3EG

About the Department

The Ministry of Justice (MoJ) is one of the largest government departments, employing around 70,000 people (including those in the Probation Service), with a budget of approximately £9 billion. Each year, millions of people use our services across the UK - including at 500 courts and tribunals, and 133 prisons in England and Wales.

What we do

We work to protect the public and reduce reoffending, and to provide a more effective, transparent, and responsive criminal justice system for victims and the public. We are also responsible for the following parts of the justice system:

Courts
Prisons
Probation services
Attendance centres.

We also work in partnership with other government departments and agencies to reform the criminal justice system, to serve the public and support the victims of crime. We are also responsible for making new laws, strengthening democracy, and safeguarding human rights.

New entrants to the Civil Service will be expected to join on the minimum of the pay range. Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer/pay on promotion rules.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice.

We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Background

The Offender Subject Access Request team sits within the MoJ’s Security, Services and Information Governance Group Directorate, which has a broad range of responsibilities including corporate communications through to information management and records compliance.

As part of the Directorate’s Information Services Division, our aim is to ensure the MoJ holds information in compliance with legislation; that all information is correctly stored, accessible, and shared appropriately; and our information is protected, and the risks managed. We believe that knowing what information and records we have and having the right information available at the right time by those who need it or request it, is at the heart of an excellent justice system.

The Offender SAR team manage and process over 6,000 Subject Access Requests (SARs) on behalf of the MoJ per annum.

About the Role

This is an exciting opportunity to join our team as a Team Leader, providing an expert and dedicated function in the processing of offender Subject Access Requests (SARs).

Our work plays a vital role in supporting individuals through their sentence and rehabilitation by ensuring they have access to the right information at the right time. We are committed to responding to all requests in full and within statutory timescales.

As a Team Leader, you will manage and lead a team of administrative staff responsible for processing offender SARs. This is a people-focused role, where you will provide day-to-day support, guidance, and leadership to ensure your team feel motivated, engaged, and equipped to perform at their best.

You will oversee the assessment of personal data, ensuring disclosures are lawful and exemptions are applied appropriately where necessary. You will ensure work is effectively planned, prioritised, and allocated through our workflow management system, enabling requests to be completed in full, to a high standard, and within statutory deadlines.

You will be part of a large and evolving team exploring new technology to improve efficiency and manage complex workloads. This role offers an excellent opportunity to shape team performance, support staff development, and contribute to continuous improvement.

Key Responsibilities

Lead, manage and motivate a team, ensuring work is organised and delivered on time
Allocate and monitor workloads using the team’s workflow system, ensuring work is prioritised effectively to meet statutory timescales
Oversee decision-making on disclosure of personal information and application of exemptions
Conduct regular 1-1 meetings, providing coaching, feedback and support to drive performance and wellbeing
Manage HR-related processes including attendance, conduct, performance management, and capability concerns, in line with policy
Set clear expectations and monitor progress against targets to achieve 100% compliance wherever possible
Support staff development, identifying training needs and helping individuals reach their full potential
Undertake quality assurance checks and implement improvement or remediation plans where required
Recognise and reward high performance and positive behaviours
Work with EO colleagues to identify opportunities for process and performance improvements
Support implementation of changes and lead your team through them effectively
Ensure staff have a strong understanding of the Data Protection Act (DPA) and apply it correctly
Provide guidance and hold regular team meetings to ensure consistency and best practice

Person Specification

Essential skills:

Create a supportive, inclusive working environment, promoting staff wellbeing, engagement, and resilience
People management skills, with the ability to support, motivate and develop staff in a people-focused environment
Provide day-to-day support, responding to team needs and removing barriers to performance

Is organised, proactive and able to manage competing priorities
Communicates clearly and provides constructive feedback
Takes a flexible, positive, and solutions-focused approach
Thrives in a fast-paced environment
Working in a digital environment to streamline processes and deliver high quality, value for money services
Experience of delivering customer service excellence in a processing environment
Proven capability to manage workloads effectively, prioritising tasks to meet stringent deadlines while maintaining high standards of quality
Proficient in the use of Microsoft Office applications, including Word, Teams, Outlook, and Adobe software.
Excellent command of the English language, with strong reading comprehension and written communication skills.

Desirable skills:

Working knowledge of the Data Protection Act (DPA) and the General Data Protection Regulation (GDPR)
Has experience of allocating and managing workloads through a case management or workflow system
Experience of handing confidential information with sensitivity, professionalism and integrity
Experience of working in or with HMPPS
Delivers effective 1-1s, coaching, and staff development
Managing HR matters, including performance, attendance and wellbeing

Application Process

This vacancy will be using Success Profiles to assess Behaviours and Strengths. Shortlisted candidates will be invited to attend a panel interview.

To apply for this role, please submit evidence of the following Civil Service Behaviours:

Leadership
Managing a Quality Service
Communicating and Influencing
Changing and improving.

Evidence should be provided against all behaviours listed. All applicants that progress to the interview will be assessed on all the behaviours and strength questions.

To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why.

For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

If you do not meet the above requirements, you may still be considered if, for example:

You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
You were studying abroad
You were living overseas with parents

In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.

Success Profiles

Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

If you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance.

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.

Use of Artificial Intelligence (AI)

You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

This job is broadly open to the following groups:

UK nationals
nationals of the Republic of Ireland
nationals of Commonwealth countries who have the right to work in the UK
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
Paid paternity, adoption and maternity leave.
Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
To the Civil Service Commission (details available here)

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

Interview dates

To be confirmed

Closing Date:

12/06/2026, 23:55 hours.

Contact information

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com

Please quote the job reference -

To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

If you do not meet the above requirements, you may still be considered if, for example:

You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
You were studying abroad
You were living overseas with parents

In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.

Success Profiles

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

Application form stage assessments

Behaviours

Leadership - 250 word limit

Managing a Quality Service - 250 word limit

Communicating and Influencing - 250 word limit

Changing and Improving - 250 word limit

A sift based on the lead behaviour, Leadership, may be held if a large number of applications are received.

If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

Use of Artificial Intelligence (AI)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.

Interview stage assessments

There is 1 interview stage for this vacancy.

Behaviours

Leadership

Communicating and Influencing

Managing a Quality Service

Changing and Improving

Strength Questions

Will be asked at interview

A Great Place to Work for Veterans

Redeployment Interview Scheme

This job is broadly open to the following groups:

UK nationals
nationals of the Republic of Ireland
nationals of Commonwealth countries who have the right to work in the UK
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

OFFICIAL - SENSITIVE