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General Information

Salary
£58,511 - £65,329
Working Pattern
Full Time, Part Time, Part Time/Job Share, Flexible Working
Vacancy Approach
External
Location
Burton-upon-Trent, Jarrow
Region
Midlands, North East
Closing Date
30-Aug-2026
Post Type
Permanent
Civil Service Grade
Grade 7
Number of jobs available
1
Reserve List
12 Months
Job ID
20717

Descriptions & requirements

Job description

Background

The Ministry of Justice (MoJ) is here to protect the public, reduce offending, and deliver swift access to justice. We recognise that information plays an integral role in delivering our day-to-day business, underpins our operational delivery and policies and ensures our legal obligations are met. 

The Offender Subject Access Request Team (OSARs) ensures that offenders are supported through their sentence and rehabilitation by having access to the right information, at the right time, by responding to requests in full and within statutory timescales. 

This permanent role is essential to ensuring that SARs are processed in line with our legal obligations under the Data Protection Act 2018.

Job Description

OSARs manages and processes data protection subject access requests (SARs) on behalf of HMPPS, liaising with business areas to retrieve personal information and preparing it for release in accordance with the Data Protection Act 2018. The team handles more than 7000 requests annually and provides a vital service across HMPPS.

The OSARs team receive requests (from offenders and their representatives) and source all of the information directly from HMPPS systems or by reaching out to establishments. Once all of the requested information is received by the team, they review and redact any information that is exempt from disclosure (known as vetting). The team includes around 100 people working on: logging requests and sourcing the information to respond, vetting, despatching the responses, quality assurance and training. Vetting is a key safeguard, but a significant undertaking.

The Head of Operations is an interesting and stretching role leading a key delivery team.

Main activities/responsibilities

Operational Management – embedding strong operational management within the team. Scoping, managing and tracking deliverables, managing risks and resources effectively, and ensuring that accountable decision making is well managed through effective governance.  Setting out clear processes and standards for delivery, ensuring delivery of timely, high-quality outcomes. Ensuring adherence to legal, regulatory and security requirements across area. Motivating staff to ensure delivery of overall targets and the ISD business plan.

Contracting and Delivery – contract work with delivery partners to establish effective outcomes, with the aim of improving service delivery.

Transformation – researching and applying new ideas and ways of doing things. Encouraging and supporting innovations from others, willing to experiment and follow ideas through to implementation. Identifying, highlighting and actioning further opportunities for services and process improvements.

Team Leadership – acting as the champion for the team, taking ultimate authority and personal accountability for effective delivery across all workstreams. Providing clear leadership and strategic direction to the team and senior managers. Planning, leading and effecting positive cultural change, securing commitment and buy-in and promoting a positive long-term vision. Having a well-defined Communication and Engagement model in place to ensure all teams understand the performance of the business and understanding the teams’ needs.

Knowledge management – identifying, sharing and promoting best practice and lessons learned to create a culture of learning and good practice that supports continuous improvement to optimise delivery. Responsible for the developing the operational talent pool by optimising the skills of the existing team and attracting the very best external talent. 

Stakeholder engagement – identifying, analysing and communicating with stakeholders, using appropriate channels, to ensure outputs (including guidance) and other communications are high quality. 

Person Specification:

Essential:

  • Strong operational leadership experience, and experience managing a large team
  • Proven ability to present a compelling vision to a team, setting direction and motivating everyone to work towards a common goal
  • Experience in leading by example, encompassing the Civil Service Code of Conduct and MoJ values
  • Commitment to engaging, motivating and coaching others, and creating an open and honest culture that promotes diversity and equality. Committed to challenging unacceptable behaviour
  • Experience adapting to changing circumstances and adverse situations while remaining calm, reassuring others and maintaining performance
  • Ability to demonstrate achievement of results in operational leadership e.g. business improvements, cost savings, performance management
  • Excellent leadership, people management, communication and influencing skills at a senior level, including writing compelling and persuasive submissions and business cases
  • Ability to translate business strategy into day-to-day delivery
  • Experience managing financial resources against budgets, securing value for money, and making the case for additional resource  
  • Ability to build, maintain, manage and influence key stakeholders
  • We are particularly interested in candidates who have experience of data protection, or candidates who are willing to learn this area of work and have a keen interest in it
  • Strong quality assurance skills, with experience of monitoring performance, analysing outcomes and ensuring compliance with agreed standards, policies and Legislation. 
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: 20717

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: 20717

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Managing a Quality Service, 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
500
Managing a Quality Service
Experience
We will assess your experience for this role via the following methods
CV or Work History, Statement of Suitability
Statement of Suitability
Guidance for the Statement of Suitability
Please take this opportunity to explain how you meet the essential criteria for this role.
Evidence of Experience
CV or Work History, Statement of Suitability

Interview stage assessments

Interview Dates
Expected: From 14 September
Behaviours
Managing a Quality Service
Leadership
Seeing the Big Picture
Making Effective Decisions
Changing and Improving
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.

Other Assessments

Which assessment methods will be used?
Presentation
Level of security checks required
DBS Basic
Counter Terrorism Check (CTC)

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.