4254 Head of Knowledge, Information and Records Management

Job summary

Head of Knowledge, Information and Records Management leads four teams providing information, knowledge, records and library services to Welsh Government.

The postholder acts as Departmental Records Officer (DRO) ensuring compliance with the public records act and that policies and systems are in place to manage our records in line with the regulation. The postholder works with others across the organisation and with Arms Length Bodies (ALBs) to ensure effective information management and provide advice on compliance, systems and support with issues. The postholder provides advice to inquiry response teams and e-discovery services to ensure that evidence is carefully selected and transferred.

As DRO the postholder ensures the secure transfer of records in or out of the organisation as part of machinery of government change. This includes engagement with the other party at all levels, providing advice and training as well as ensuring that the body has appropriate systems and mechanisms in place to manage the transferred records.

The DRO is responsible for the operational elements of records management who support the Electronic Records and Document Management System (EDRMS) and also manage the archiving of paper records and ongoing storage. DRO has oversight of the work to ensure compliance with Public Records act and Freedom of Information Act section 46. This role also ensures that all records work is aligned and that teams work together to achieve common goals as required.

Job description

As Head of Profession, the postholder is responsible for developing and leading the Knowledge and Information Management (KIM) profession across Welsh Government, providing advice and guiding and supporting recruitment for KIM posts. This includes providing advice and support on professional issues to KIM professionals in Culture Division as well as advice to senior leaders in Culture Division on KIM recruitment and professional matters.

The Head of Profession also represents Welsh Government in cross Civil Service groups and on professional groups. The postholder interacts on a regular basis with colleagues in other administrations, e.g. Government Digital Services, to share knowledge, benefit from expertise and ensure that records management in particular is aligned with National Archives requirements.

Also responsible for the Departmental Knowledge and Information Managers (DKIMs) network and ensuring that DKIMs have good communication both ways to support their work in championing good practice and resolving business issues. This forms part of wider work to promote good practice and develop better understanding of the importance of information management cross government.

Provide senior level KIM input on Security Board, Collaboration Scrutiny and Solution Design Authority (SDA).

As Chief Librarian the post is leads the development of the library services and oversees the WG Publications Archive in compliance with Re-use of Public Sector Information (PSI). The postholder also advises on copyright matters and use of the Open Government Licence.

Person specification

1. Head of KIM Profession in Welsh Government. Leading and developing the profession, providing advice across the profession. Recruitment and continuous professional development of KIM teams. Identifying areas individuals and teams need to deliver, building KIM skills, capability and talent across the department.
2. Carry out the responsibilities of the Departmental Records Officer (DRO) as set out in Annex C of the Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000
3. Set the strategic direction for Welsh Government’s digital information, including on new platforms, initiating new KIM programmes as required
4. Persuading and influencing senior leaders about the importance of good information and knowledge management.
5. Strategic business ownership and contract management for Welsh Government digital and paper records system, ensure compliance with procurement rules, value for money and fitness and flexibility for the future
6. Manage KIM budget which includes staff costs for a team of around 35 at present, contract management for records and e-discovery systems and library. Negotiate funding to ensure the organisation is compliant and escalate any risk arising from the budget.
7. Working with Inquiry response teams to ensure KIM responds to their eDiscovery needs and timescales, providing e-discovery services and information management expertise.
8. Lead on the strategic development of library services, including the use of Artificial Intelligence (AI) and KIM.
9. Working with other organisations in Government on mutually beneficial KIM work, representing the Welsh Government in UK KIM fora and other professional bodies and learning from best practice across the UK and beyond.
10. Leading on the Copyright and Re-use of Public Sector Information, including the re-use of data. Policy lead in discussions with The National Archive (TNA) on Crown Copyright.
11. Act as lead contact with TNA as set out in the Memorandum of Understanding.
12. Compliance with section 46 of the Freedom of Information Act which defines the DRO role.
13. Working with the Security team, ensuring the provision of eDiscovery services and information governance policy advice meets security obligations
14. Review innovative approaches and technologies, identify emerging implications for information and records management and ensure its fair and ethical use.
15. Working closely with digital and IT colleagues to help shape the design and implementation of digital solutions to deliver positive KIM outcomes
16. Ensuring that information risks are proactively identified and managed within the corporate risk framework and risk appetites
17. Ensure Information Asset Owners (IAOs) and Departmental Knowledge and Information Managers (DKIMs) are given training and support to enable them to carry out their responsibilities efficiently and effectively

Qualifications

Either a relevant degree level qualification (for example Information and Records Management) or significant experience in records and information governance and compliance is a requirement for this role. Please confirm (yes or no) if you meet the qualification and experience criteria for this role and include the relevant information in your accompanying CV. Evidence will be required if selected for interview.

Memberships

For this role applicants should either have membership or accreditation with a relevant professional body or be working towards or committed to working towards this. For example, the Chartered Institute of Library and Information Professionals (CILIP), Information and Records Management Professionals (IRMS), Archive and Records Association (ARA). Please confirm (yes or no) if you meet the membership or accreditation requirement for this post and include the relevant information in your accompanying CV. Evidence will be required if selected for interview

Behaviours

We'll assess you against these behaviours during the selection process:

• Leadership
• Working Together
• Changing and Improving

Technical skills

We'll assess you against these technical skills during the selection process:

• Either a relevant degree level qualification or significant experience in records and information governance and compliance
• Awareness of the current technical landscape and challenges in records and information management.

Benefits

Alongside your salary of £76,715, Welsh Government contributes £22,224 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

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 (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Experience and Technical skills.

• In the event of a large number of applications, an initial sift will be conducted against the lead assessment criterion: Experience 1. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview
• The Welsh Government library is located in Cardiff. Regular travel to the office will be expected support the library team on at least a monthly basis.
• A reserve list may be held for this opportunity. Any candidate who is successful in being offered a reserve status, will remain on the reserve list for 12 months.
• A 5 minute presentation on ‘Knowledge and Information Management’ will be required at interview stage to test experience criterion 1. More information will be provided in the invitations to interview.
• A CV should be submitted with the application (max 2 sides A4, 12pt Arial font). CVs will not be scored but will be used by the panel to gain a fuller understanding of your experience and employment history.
• Interviews will be held virtually on Microsoft Teams.
• We support Smart Working: a flexible, inclusive and safe approach that balances organisational needs with individual wellbeing. Most colleagues are expected to spend at least 40% of their working time in the office (around two days a week, pro rata for part-time colleagues) to support collaboration, connection and delivery. The remainder of the week may be spent working from home or other locations, although some roles may require more office-based attendance to meet business needs. We recognise that some colleagues may require workplace adjustments or alternative working arrangements, and these will be considered in line with individual circumstances and organisational policies. Smart Working is supported through regular conversations with managers, Team Charters and agreed working arrangements that help teams work effectively across office, remote and blended environments.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a basic (or equivalent) criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

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)
• 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)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : ChiefSocialResearchOfficer@gov.wales
• Email : ResourcingHub@gov.wales

Recruitment team

• Email : ResourcingHub@gov.wales

Further information

We recruit by merit on the basis of fair and open competition. Please see the Civil Service Commission's recruitment principles on the Commission's website.

If you feel your application has not been treated in accordance with these principles and wish to make a complaint please email complaints@gov.wales. Please ensure that you refer to the vacancy reference number.

If you are not satisfied with the response you receive from the Welsh Government, you can contact the Civil Service Commission: info@csc.gov.uk.