Ministry of Justice

Security and Information Directorate (SID)

Job Description

Job Title	Head of Records Review
Group Profile	ISD - Information Services Division Records Management Service
Grade	Senior Executive Officer (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 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 all (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	This role requires leading a team that provides an essential public service by helping people (including members of staff and the public, victims and vulnerable people) to access justice through the services we provide.  This is because contained in each file, or behind each request for a file or record there is a person who has been affected or is seeking to understand what has happened to them or others.  The role will be based in London, (currently in 102 Petty France), therefore the expectation is that the individual will be London for at least 60% of their working week and the remaining time hybrid working.   As Head of Records Review you will lead on the day to day operation of your team by   Engaging with business units to understand the information being created, and what information needs to be kept for the official record.  Promoting best information/records management practice.  Ensuring information and records management policies complies with the Government’s Security Policy Framework and The National Archives (TNA) requirements.  Identifying opportunities from MOJ’s information management technology portfolio and collaborate across MOJ to realise them.    This role reports to the Deputy Departmental Records Officer.
Responsibilities, Activities and Duties	The job holder will be required to carry out the following responsibilities, activities, and duties: Ensure good records management practices are in place and maintain a reliable archive, retrieval and transfer service of MoJ’s records  Completion and submission of retention applications  Co-ordination of ‘yearly openings’ exercises with The National Archives  Ensure that statutory transfers are completed to meet the schedule agreed with the Advisory Council on National Records and Archives  Engaging with users across the business to understand their information and records management challenges, offering solutions which reflect our policies.  Build effective relationships with stakeholders and specialists across MoJ to ensure that records management considerations are incorporated into requirements for corporate applications.  Line management of 3 Higher Executive Officers (HEOS), leading and inspiring the team, promoting inclusion, celebrating diversity and acting as a role model for colleagues  Supporting the Deputy Departmental Records Officer with current and future Inquiries  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;  Knowledge and practical application of TNA practices and standards  Knowledge of PRA, GDPR, DPA and FOIA  Experience of working with records including sensitivity review and information redaction  Have strong people management skills, with the ability to coordinate the activities of others and inspire and motivate teams to be fully engaged in their work  An ability to quickly understand complex issues, knowing when to escalate and seek information from colleagues, peers and professionals.    Desirable skills;  Experience, aptitude and capability to operate within the GKIM profession  Generalist skills and experience in project management  Experience in supplier and contract management and commercial awareness

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)   Statement of suitability of no more than 1000 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.   Leadership - 500 words  45-minute panel interview with strength questions and following behaviours  Leadership Communicating and Influencing  Making Effective Decisions  Changing and Improving