Job Profile: Policy Records Review Officer

Role Type: Records and Information Management

Grade: Executive Officer (EO)

Post Type: Permanent Working Pattern: Full Time/Part Time/Part Time/Job Share/Flexible Working/Other Location: The post is based in 102 Petty France, London. You will be required to attend the office according to Government guidelines and business needs.

Clearance level: Security Check (SC) Line Management:

The vacancy does not have line management responsibility.

About the Department:

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.

Further information can be found at https://www.gov.uk/government/organisations/ministryof-justice

Background:

This post sits in Records Management Service Team (RMS) which is part of the Security and Information Directorate (SID). The team are responsible for digital 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. All MOJ records retained by business areas and courts must be reviewed by the time they are 20 years old to determine whether they should be permanently preserved at The National Archives (TNA), forming part of our national historical record or whether they should be destroyed.

Once fully trained you will work as part of the RMS team, to manage the disposition of all MOJ’s historical records. You will be responsible for making decisions, ensuring your work is carried out securely, confidentially, and accurately always. You will be expected to contribute towards the continuous improvement of the team and will be required to engage, collaborate, and influence decisions to get the job done.

Job description:

Main Activities / Responsibilities

The job holder will be required to undertake the following duties and responsibilities:

• To carry out the selection process of MOJ paper and digital policy records for permanent preservation and transfer to TNA in compliance with TNA guidelines and Operational Selection Policies and by using appropriate research tools.

• To provide detailed reasoning for the decision reached on the required disposal action.

• To carry out sensitivity reviews on selected records to ensure sensitive data is closed in accordance with Freedom of Information and Data Protection legislation.

• To process and prepare paper and digital records selected for permanent preservation in compliance with TNA regulations and guidance.

• To update and maintain all necessary spreadsheets and record logs in connection with the review work and undertake various administrative tasks, to support the effective organization of the work carried out.

• To promote records management practices and procedures.

• To investigate, process and answer oral and written enquiries in accordance with agreed office standards and timescales and assist with any ad hoc duties as required. This includes liaising with TNA on the Freedom of Information requests they receive for MOJ’s closed records with them.

• To review ways of working as needed, suggest changes, and implement improvements, engaging with and helping team members and others to do the same.

• This role comes with a degree of manual handling as a proportion of the work the team undertakes involves physical paper records.

• Some records may include distressing information, documentation or photographs and the successful applicant will need to be able to view these in a professional manner.

Essential Skills:

• Ability to organize and prioritize workloads to maximize your own productivity and keep accurate records of your activities on all necessary spreadsheets

• Self-motivated, prepared to get involved in a range of tasks and thrives on challenge

• Excellent oral and written communication skills, understanding the needs of the process and stakeholders to pass on information in a polite and professional manner

• Takes pride in providing a high-quality service, with a keen eye for detail and delivering high quality work at pace

• A good team player able to build strong relationship across the Records teams and wider to deliver results

• Ability to deal with complex/large amounts of information

• Ability to work using I.T

Desirable skills:

• Knowledge or understanding of good records management and relevant legislation i.e., the Public Records Act 1958, Freedom of Information Act 2000, Data Protection legislation, such as GDPR and the 2018 Data Protection Act.

• Experience in supporting team through change to deliver a quality service.

How to Apply

We will be recruiting using Success Profiles Frameworks. Candidates must submit CV (maximum 2 A4 pages) and personal statement of no more than 750 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. You are also required to submit a 250-word behaviour statement on the lead behaviour Making Effective Decisions. An initial sift will take place using the CV, Personal Statement, and the lead behaviour statement. Your application will be reviewed and sifted against the Person Specification above by a diverse panel.

Successful candidates who meet the required standard will then be invited to a 45-minute panel interview where the following behaviours will be tested

• Making Effective Decisions (lead)

• Delivering at Pace

• Changing and Improving

• Working Together

Additional Information A merit list of applicants meeting the required criteria will be kept for up to 12 months.