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General Information

Salary
£29,303 - £31,061
Working Pattern
Full Time, Part Time, Part Time/Job Share, Flexible Working
Vacancy Approach
External
Location
Birmingham, Nottingham
Region
East Midlands, West Midlands
Closing Date
18-Jun-2026
Post Type
Permanent
Civil Service Grade
EO
Number of jobs available
1
Reserve List
12 Months
Job ID
18379

Descriptions & requirements

Job description

Role: Knowledge and Information Liaison Officer (KILO)

Business: Office of Public Guardian (OPG)

Location: Embankment House, Nottingham or Victoria Square House, Birmingham. Some travel between either site may be required.

Grade: EO

Salary: £29,303 - £31,061

Contract Type: Permanent

Minimum Hours: 30 hours (4 days per week)

Type of contract: Permanent

Organisational Overview

The Office of the Public Guardian (OPG) protects people in England and Wales who may not have the mental capacity to make certain decisions for themselves, such as about their health and finance. We are an Executive Agency of the Ministry of Justice (MoJ), set up in 2007 following the introduction of the Mental Capacity Act of 2005.

OPG is responsible for registering lasting powers of attorney (LPA) and enduring powers of attorney (EPA) and supervising deputies who are appointed by the Court of Protection.

OPG is a fantastic place to work offering a range of development opportunities.  The OPG is a disability confident employer and is committed to developing a supportive and inclusive environment that reflects the diverse community we serve.

OPG is currently delivering an ambitious transformation programme. This will change the way we provide services and help us meet the growing needs of our users, partners and our stakeholders. It will make sure our users experience a better level of support and will help us to respond to the changing needs of society. Transformation will ensure we can better support adults at risk and create high-quality services that are accessible and affordable.

Team Overview

The Information Assurance (IA) team is responsible for supporting OPG on all aspects of information management, ensuring that the organisation complies with the requirements of the UK General Data Protection Regulation (GDPR), Data Protection Act 2018 (DPA), Freedom of Information Act 2000 (FOIA) and other associated legislation.  The team maintain close relationships with colleagues in MoJ HQ to ensure OPG is adhering to departmental requirements.

The activities of the Information Assurance Team include the provision of technical advice in relation to information access legislation, information risk management, and records management advice.

The Information Assurance Team Compliance function is responsible for acting as subject matter experts for all aspects of UK General Data Protection Regulation (UK GDPR) and Data Protection Act (DPA) 2018. This includes managing data incidents across OPG, providing support to business units to identify ways of reducing the risk of future incidents, supporting projects and other change activity in managing information risk, including the completion of Data Protection Impact Assessments (DPIAs), and supporting the business by developing and maintaining Data Sharing Agreements (DSAs).

The Information Assurance Team has responsibility for all casework related tasks for the business which require Information Assurance oversight, in areas of BAU (Business as usual), Freedom of Information (FOI) and Subject Access Requests (SAR) related responses or other disclosure decisions on behalf of the Public Guardian, to the public, outside agencies, internal departments and third parties.

The team is also responsible for supporting the wider requirement to conduct records management compliance reviews throughout OPG and promoting best practice for information management including the review, storage, and retention of information assets within OPG.

This role will provide support, (as decided by business need), to a Knowledge & Information Manager (KIM) in relation to all activities undertaken by the Information Assurance Team. 

Duties and Responsibilities 

  • Recording and monitoring of data incidents reported by OPG staff, including ensuring that all required information is recorded in a thorough and timely manner on the relevant systems in use.  Also supporting the investigation into incidents and identification of mitigating actions where appropriate.
  • Handling of statutory information requests (such as Freedom of Information requests and Subject Access Requests) and other non-statutory requests, ensuring that cases are handled and completed within targeted timescales.
  • Assist the wider team with records management activities, including planning and support for internal audit work, work relating to OPG’s offsite records storage archive, maintenance of OPG’s Information Asset Registers (working with Information Asset Owners) and other tasks as required related to records management.
  • Assist in the handling of complaints, ICO requests and Data Subject Rights requests.
  • Support KIMs where required in the production of Data Protection Impact Assessments (DPIAs) and any other associated risk assessment documents, including data sharing agreements.
  • Support the production of statistics where required to track team activity and/or support wider business reporting requirements.
  • Supporting and helping to deliver on projects to improve the efficiency of the Information Assurance team.
  • Taking part in the development and delivery of training materials to all staff to support information assurance awareness across the business.
  • Participating in a culture of safeguarding awareness.
  • Contributing to a culture of continuous improvement and excellent service delivery.
  • Keeping up to date with legislation as part of the team’s continuous improvement and taking an active role in your own development.
  • Any other duties commensurate with the role

Agreed Expectations

The successful candidate will be expected to work from their base location on a weekly basis in line with current Civil Service requirements, outside of any reasonable adjustments.

OPG offers flexible working arrangements with potential opportunities to work from home. Flexible working arrangements are decided on a case-by-case basis and are dependent on business needs.

Occasional travel to OPG offices (e.g. Birmingham or Nottingham) may be required.

Team members are expected to take part in a rota to ensure we provide our customers a 9am to 5pm service.

Skills & Qualifications

Essential

  • Proficient in the use of Microsoft Office computer packages i.e., Word, Excel, Outlook, MS Teams, OneNote, Presentations and PowerPoint with Excellent written and oral communication skills.
  • Knowledge of General Data Protection Regulation (GDPR), Data Protection Act 2018 and Freedom of Information Act 2000, with relevant information management qualifications (e.g. data protection practitioner) or willingness to work towards achieving these.
  • Ability to independently plan and manage a caseload, and analyse data using your own judgment, whilst working to tight deadlines.
  • Flexible approach to dealing with the changing nature of the work.
  • Experience of working in a legal and/or information management environment and in information disclosure decisions.
  • Ability to collaborate across all grades and areas of OPG, MoJ and other government departments and to work to deliver competing priorities.

Desirable

  • Knowledge of MCA (Mental Capacity Act 2005), Code of Practice, LPA (Lasting Power of Attorney) & EPA Regulations.

Application process

This campaign will follow the Civil Service Success Profiles framework. As part of your application, you will need to provide: 

  • A Statement of Suitability (up to 750 words) to demonstrate your experience against the essential criteria
  • A Behavioural Example (up to 250 words) against the following behaviour: Making effective decisions

Should a large number of applications be received, an initial sift will be conducted on the lead Behaviour: Making effective decisions

Assessment  

If you are successful at sift, you will be invited for a practical assessment which will test your ability in line with the success profiles.

The assessment will be held remotely, and a set time will be given to complete it. 

During the assessment, candidates will be provided with written information on a screen to read. Candidates will then be expected to answer questions on this information during the set time. This will take place following the application sift and before the interview. You will be required to pass the assessment to be able to continue to the next stage.  

Interview Process

If you are successful at sift, you will be invited to an interview which will use the Civil Service Success Profiles. At interview, candidates should expect questions on:

  • Strengths relevant to the role
  • The following Behaviours at Level 2:
    • Making effective decisions
    • Delivering at Pace
    • Leadership

All interviews will be held remotely via MS Teams.

Feedback will only be provided if you attend an interview.

Reasonable Adjustments

At OPG we consider all applications on the basis of merit and want you to feel able to demonstrate your full potential whatever type of assessment is used. If you require any reasonable adjustments for any aspect of the selection process, do not hesitate to get in contact with us.

As a Disability Confident organisation, we will offer a guaranteed interview to candidates with a disability who meet the essential criteria for this role. If you are applying for a role within OPG and would like to be considered under the Disability Confident Scheme, please indicate this in your application and let us know of any reasonable adjustments you may require during the selection process.

For further information on benefits of working for OPG, such as our Flexible Working Policy and a FAQ, please check the candidate information pack attached to this advert.

If your application for this role is unsuccessful, we may offer you an alternative role at the same or lower grade should one be available

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 role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale.  This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity). 

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

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 www.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

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 watch our animated videos.

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 TBS 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.

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 is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

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

Civil Service Nationality Rules

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

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Contact Information

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference: 18379

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference: 18379

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Making Effective Decisions, 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.
Behaviours Application Form Question Word Limit
250
Making Effective Decisions
Statement of Suitability
Guidance for the Statement of Suitability
A Statement of Suitability (up to 750 words) to demonstrate your experience against the essential criteria.
Evidence of Experience
Statement of Suitability

Interview stage assessments

Interview Dates
TBC
Abilities
During the assessment, candidates will be provided with written information on a screen to read. Candidates will then be expected to answer questions on this information during the set time. This will take place following the application sift and before the interview. You will be required to pass the assessment to be able to continue to the next stage.
Behaviours
Making Effective Decisions
Delivering at Pace
Leadership
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Level of security checks required
Baseline Personnal Security Standard (BPSS)

Use of Artificial Intelligence (Al)

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.