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Knowledge & Information Management

Digital Support Officer – 42884
£26,553 - £38,373
Multiple Locations


We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit:

Department – Northern Ireland Office

Post Vacant – Digital Support Officer

Location – London or Belfast

Duration – 2 years with the possibility of a third year by mutual agreement

Applications invited from – Existing Home Civil Service staff either at Band C or analogous grades on level transfer or at Band D on temporary promotion. External candidates with   comparable skills or experience. (Salary scale: Inner London £30,845-£38,373 and National £26,553-£34,105)

New entrants to the Civil Service will be expected to join on the minimum of the pay range.

Who we are

Inclusion and diversity

The Northern Ireland Office is committed to being an inclusive employer with a diverse workforce. We encourage applications from people from the widest possible diversity of backgrounds, cultures and experiences.

We particularly welcome applications from Black, Asian and Minority Ethnic (BAME) candidates, as they are under-represented within the NIO at this level.

The Northern Ireland Office strives to be an inclusive employer and is recognised by its staff and externally as being an employer where Diversity and Inclusion are valued.

We hold a Diversity & Inclusion Charter Mark and are an accredited Disability Confident Leader organisation.

In March 2018 we won the award for Best Employer for Diversity & Equality in Northern Ireland (small employer category) in a Gala Award ceremony hosted by Legal-Island, a multi-award winning workplace compliance company based in Northern Ireland.

We have an active D&I network supporting colleagues through D&I Advocates, championed by our Directors.

We want all our people to feel valued for who they are and we are confident that you will find the NIO a warm, welcoming and inclusive place to work.

What we do


The Northern Ireland Office represents Northern Ireland interests at a UK Government level and UK Government interests in Northern Ireland. We have a wide range of responsibilities, including: underpinning political stability in Northern Ireland; overseeing the Northern Ireland devolution settlement; leading on national security policy in Northern Ireland; addressing the legacy of Northern Ireland’s past; delivering elections and constitutional reform in Northern Ireland; playing a key role in rebalancing the NI economy; representing NI interests, including on the border with Ireland, as the UK exits the EU. Our small size and diverse portfolio create a stimulating, working environment, with regular engagement with a range of Ministers and senior officials. We support flexible working and have a modern, flexible IT system which helps enable this.

About the Role

An opportunity has arisen to work in the Knowledge and Information Management (KIM) team within the Northern Ireland Office (NIO). A role that is central to the department’s commitment to openness, transparency and compliance with Public Records legislation. As a successful candidate, you will be joining the team as a Digital Support Officer. The KIM team is responsible for all aspects of managing the department’s paper and digital records, including compliance with Public Records Legislation. The successful candidate will have responsibility for assisting with the NIO’s review and transfer programme that oversees the processes by which the NIO is able to deposit its records in public archives whilst protecting information that contains ongoing sensitivities.

The successful candidate will engage with a range of internal and external stakeholders including to senior management. This role would suit someone who enjoys working collaboratively, is committed to working towards meeting the department’s milestones., has the ability to build and maintain strong relationships with various stakeholders and build the NIO’s reputation for excellence in this field of work.

This role is key to supporting the Head of Digital managing the department’s digital records, including compliance with Public Records Act. The post will have the responsibility for coordinating the NIO’s review and transfer programme that oversees the processes by which the NIO is able to deposit its records in public archives whilst protecting information that contains ongoing sensitivities.

The Department is an early adopter transferring digital files to TNA last year. The number of digital records are increasing at a significant rate in the coming years,

This role is also responsible for ensuring that new starters are set up on our various systems and the leavers process is being conducted to ensure the accurate capture of corporate information. The role also includes maintaining the Corporate Fileplan, dealing with residual ‘Confidential’ records, providing routine support to users and inducting new staff. The Digital Support Officer is essential to ensure there is adequate resilience and provide support to maintaining the Corporate File Plan (CM9), administering the Google Suite including Gmail across the department, dealing with Confidential files and ‘Confidential’ records, providing routine support to users and inducting and training new staff.

The successful candidate will engage with a range of internal and external stakeholders including to senior management. This role would suit someone who enjoys working collaboratively, is committed to working towards meeting the department’s milestones., has the ability to build and maintain strong relationships with various stakeholders and build the NIO’s reputation for excellence in this field of work.

Duties and Responsibilities:

The main duties include but are not limited to:

  • Support the Head of Digital and the Records Manager to ensure the department fulfils its statutory obligations to transfer physical and digital content to The National Archives.
  • Set up new starters and decommission leavers on the various content management systems
  • Maintaining the Corporate Fileplan, conducting searches of the content management systems to support the department, providing routine support to users and inducting new staff.
  • Work closely with other areas of the KIM team and contribute to team and business area objectives and priorities.
  • Build and maintain beneficial relationships, liaise with internal and external stakeholders to support a successful outcome in developing the new digital transfer programme.
  • Deliver one to one and group based records management training
  • Develop guidance and processes to support good records management and increase awareness of best practice.
  • Retain and sustain effective line management responsibility of 2 x Band Ds.
  • Assist the Records Manager in the establishment and maintenance of the Information Assurance (IA) project by implementing new processes, providing new guidance and training on the new process.

Essential Criteria:

  • Experience of managing paper or electronic records throughout their lifecycle, including creation and capture, maintenance and access, review and final disposition.
  • A demonstrable understanding of the Public Records Act 1957 and 1968, Freedom of Information Act 2000 and General Data Protection Regulation 2018.
  • Good communication skills, both written and oral.

Desirable Criteria:

  • An accredited Information Management Qualification or willingness to obtain one.
  • Experience of sensitivity review and/or working with Public Record Offices

For the essential and desirable criteria please upload a suitability statement of no more than 750 words setting out how you meet the essential/desirable criteria.


We will assess you against the following Success Profiles behaviours at Level 3 during the selection process.

Working Together

  • Encourage joined up team work within own team and across other groups.
  • Establish professional relationships with a range of stakeholders. Collaborate with these to share information, resources and support.
  • Invest time to develop a common focus and genuine positive team spirit where colleagues feel valued and respect one another.

Delivering at Pace

  • Show a positive approach to keeping the whole team’s efforts focused on the top priorities.
  • Promote a culture of following the appropriate procedures to ensure results are achieved on time whilst still enabling innovation.
  • Regularly monitor your own and team’s work against milestones ensuring individual needs are considered when setting tasks.

More information on behaviours and success profiles can be found here.

The interview will be of a blended nature consisting of the following: success profiles, behaviour and technical experience. If you are invited to an interview, you will be assessed against the following technical competencies:

  • Knowledge and Information Management

Please note that in the event of a large number of applications being received we may run the initial sift on the lead Behaviour “Delivering at Pace”.

Security Clearance

Security Check (SC) level will be required for this post.

Eligibility Sift

An eligibility sift will be carried out on the basis of the information contained in the application form. It is therefore important that all applicants demonstrate in their application how and to what extent their behaviours are relevant to the above criteria. Those candidates who do not clearly demonstrate that they meet the experience and behaviours will not be invited to interview.

Pay and Allowances

The successful candidate will adopt the terms and conditions of the NIO for the length of their appointment.

Neither Detached Duty terms nor relocation costs will apply to this post.

Further Information

Further information about the post may be obtained from Mary Duggan on telephone number 0789737700524 or e-mail to


You can apply for this post through the Civil Service website at: Once logged onto the site go to the civil service jobs page and then search for jobs in the Northern Ireland Office where the application form can be found.

Additional information received after the closing date will not be considered. Failure to provide sufficient information in support of an application prior to the closing date will not be considered as grounds for an appeal if an applicant is not shortlisted for interview.

Home Civil Service applicants who, because of disability, need assistance in completing the application form should contact MoJ Shared Services on 0845 010 3512.

All applications for employment are considered strictly on the basis of merit.

This job description should not be taken as constituting conditions of employment.

Please note that due to the high interest in NIO opportunities, feedback cannot be given if you are unsuccessful at the sift stage. Feedback is available on request if unsuccessful following the interview.

Additional Information

Further information about us

We are a small and friendly department of approximately 200 staff. Due to our size we are able to offer staff more exposure to ministers and the opportunity to work on a far wider portfolio of responsibilities than might be the case in a larger department. This creates an interesting, though often challenging, work environment.

Other Benefits

The NIO offers a pleasant, modern work environment which allows consideration of a range of flexible working arrangements which support a good work/ life balance. These include flexible/ alternative working patterns, part-time and job-share options.

Benefits include:

              interest-free season ticket and bicycle loans

               Reward & Recognition scheme

Guaranteed Interview Scheme

The Northern Ireland Office operates the Guaranteed Interview Scheme, details of which are attached to the application form for this post.

In the event that we identify more appointable candidates than we currently have posts available, we will hold applicant details on a reserve list for a period of 12 months from which further appointments can be made. This may include roles at a lower grade. Candidates placed on a reserve list will be informed of this. Those candidates who do not wish to remain on the reserve list should contact to be removed from the reserve list.

Further information on civil service careers can be found at

The Civil Service Code sets out the standards of behaviour expected of civil servants.  

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. You have the right to complain if you feel a department has breached the requirement of the Recruitment Principles.

Please contact SSCL ( in the first instance.

If you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages:

Additional Information

Working Arrangements & Further Information

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.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.


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.


The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.


The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.


  • 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 any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.


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.

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

1-    To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail;

2-    To Ministry of Justice Resourcing (;

3-    To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Grading Structure Review

The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.

Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.