Role Profile

HQ Job Description (JD)
Band 5
Directorate: Directorate of Security
Job Description - Security Vetting Officer -
Personnel Security Vetting Team

Document Ref.
HQ-JES-1757 Security Vetting Officer - Personnel
Security Vetting Team
Document Type
Management
Version
3.0
Classification
Official
Date of Issue
31 August 2023
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence

HQ-JES-1757 Security Vetting Officer - Personnel Security Vetting Team v3.0

Job Description
Job Title
Security Vetting Officer - Personnel Security Vetting Team
Directorate
Directorate of Security
Band
5

Overview of the
The Personnel Security Vetting team are part of Risk and
job
Capabilities Unit  in the Directorate of Security. Located in
Newport, Wales and Manchester, the team is responsible for
evaluative decisions on the suitability of all applicants applying to
join the Ministry of Justice and HMPPS Agency who are subject
to security vetting.   The team contribute to the management of
corporate risk on behalf of the organisation, working closely with
the Head of Personnel Security Vetting , as well as offering the
opportunity to build relationships with individuals and agencies
across the criminal justice landscape.

The role will contribute to the acceptance or refusal of vetting on
over 6,000 applications in the central Ministry and over 22,000
cases per annum in HMPPS.

The post holder provides verbal and written advice to senior and
recruitment managers in the central Ministry, as well as providing
information which contributes to submissions, appeals and PQs.

The job role involves close, regular liaison and discussion with
recruiting managers and Shared Services vetting teams to
ensure any risk to HMPPS is effectively managed. It also
involves partnership working with a number of internal and
external stakeholders including the police and other criminal
justice agencies.

This post will be based in Newport or Manchester within one of
our vetting hubs.  On occasion there may be a requirement to
travel for a location other than your base location for full
team/unit events.
Summary
The Security Vetting Officer works as a member of the Personnel
Security Vetting team.  This team is responsible for making
evaluative decisions in a range of substantial work areas on the
suitability of applicants to work within the Ministry of Justice and
HMPPS; it contributes to the management of corporate risk in
compliance with agreed policy and procedures.

To ensure all applicants are evaluated on a consistent basis and
providing cover for colleagues to ensure business continuity in
their absence, making decisions in consultation with the Head of
Team where necessary.

Review and respond to appeals from applicants refused vetting
for HMPPS and Ministry of Justice appointments within agreed
timescales.

HQ-JES-1757 Security Vetting Officer - Personnel Security Vetting Team v3.0

Undertake sampling checks on vetting applications ensuring
checks are accurately submitted to third party organisations.

To maintain, review and update the record of staff dismissed and
workers excluded held on the HMPPS Exclusion List as required
in a timely manner.

Contribute to the overall operation of the Personnel Security
Vetting team, the post holder will establish and develop
stakeholder partnerships, ensuring the organisation applies best
practice in security vetting in the most cost effective manner.

Contribute to the analysis of data on vetting applicants and
decisions, identifying trends and patterns which may require
revision and change to existing protocols or deliver procedural
improvements.

Ensure that all applicants are evaluated in compliance with
agreed policy and procedural guidelines, consulting with the
Head of Team in more complex cases with wider policy, legal or
procedural implications.
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties

•  Ensure the quality and consistency of decision making,
retaining an evidentiary audit trail and knowledge bank for
future referral for both the Ministry of Justice and HMPPS.
•  Operate within the Ministry of Justice SLA constraints and
turnaround work to contribute to those timeframes being met.
•  Consider the applications presented via the Oleeo platform
and make balanced decisions on their eligibility and suitability
to progress to a panel review.
•  Direct follow up work for clarification purposes with Shared
Services Vetting teams as appropriate.
•  Provide fair, consistent and defensible decisions on the
suitability of applicants, maintaining the security and
credibility of the service.
•  Work collaboratively and liaise regularly with a number of key
stakeholders including Disclosure Scotland, Disclosure and
Barring Service (DBS), Corporate Security Branch, National
Security team in Shared Services, recruiting managers and
HRBPs.
•  Applications under the Guaranteed Interview Scheme (GIS)
should be progressed taking into account relevant policy and
codes of practice.
•  Consider any appeals/representations against a vetting
decision whether from an applicant or third party, providing
written notification of outcomes in a timely manner ensuring
an appropriate audit trail.
•  Monitor the storage of critical data and customer information
to support decision making and conduct regular reviews to
ensure it is stored accurately, confidentially and responsibly.
•  End-to-end management of the Digital Vetting process within
the Digital Investigation unit.
HQ-JES-1757 Security Vetting Officer - Personnel Security Vetting Team v3.0

•  The composition of evidence into formal and detailed reports
to enable informed decisions around an individual’s suitability
for HMPPS employment.
•  Work closely liaising with Disclosure Scotland to ensure the
efficient and accurate delivery of PNC reports. Ensure the
integrity of data through quality checks, updating a local
database of all cases where inaccuracies have been revealed
in order that appropriate remedial action is taken.
•  Ensure Disclosure Scotland comply with agreed service level
agreement (SLA) raising any issues on quality or consistency
of service with the contract manager via the Head of the
Approvals Team.
•  Ensure data is handled in line with the provisions of the Data
Protection Act (DPA).
•  This post is part of an adaptable resource and the post holder
may be flexibly deployed in response to Ministry priorities.

The duties/responsibilities listed above describe the post as it 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. Significant adjustments
may require re-examination under the Job Evaluation Scheme
and shall be discussed in the first instance with the job holder.

Behaviours
•  Changing and Improving
•  Making Effective Decision Making
•  Working Together
•  Managing a Quality Service
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
On the job training will be provided with any additional training
deemed appropriate to the role.
Technical

Requirements
Ability

Minimum
•  All candidates are subject to security and identity checks prior to
Eligibility
taking up post.
•  All external candidates are subject to 6 months’
probation.  Internal candidates are subject to probation if they
have not already served a probationary period within HMPPS.
•  All staff are required to declare whether they are a member of a
group or organisation which HMPPS consider to be racist.

Hours of Work
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only
HQ-JES-1757 Security Vetting Officer - Personnel Security Vetting Team v3.0

HQ-JES-1757 Security Vetting Officer - Personnel Security Vetting Team v3.0