Digital Information and Records Assurance Manager (Ref: 16265)

Job summary

Please refer to Job Description

Job description

Security and Information Directorate (SID)

HEO Digital Information and Records Assurance Manager

Job Title: Digital Information and Records Assurance Manager

Grade: Higher Executive Officer

Organisation structure

Digital Information & Records Management Team, Information Services Division, Security and Information Directorate, Service Transformation Group, Ministry of Justice

Overview of the Security and Information Directorate (SID)

The Security and Information Directorate (SID) is part of the Service Transformation Group (STG). The Group oversees the building of a strategic vision for modernising and digitising our legacy systems, generating a coordinated plan across the Ministry of Justice (MoJ) and its agencies for transformation, and tracking delivery of this transformation.

Security and information management are fundamental building blocks of enabling the department to deliver. We have highly skilled experts working collaboratively with the department, Government Security Group, Government Knowledge and Information Management profession and other partners to enable the whole of the MoJ to function securely, lawfully and transparently.

We identify, manage, and mitigate MoJ’s security, data protection and information risks, and provide assurance against those risks. We’re also home to the Counter Fraud Centre of Expertise. Part of our mission is to up-skill the department so that security becomes second nature to our people and partners.

Team profile

The Information Services Division (ISD) is part of the SID and is responsible for promoting compliance with the Public Records Act and related legislation, providing information and records management services, overseeing responses to information access requests, selecting and transferring records for permanent preservation and providing support to public inquiries.

This post sits in the Digital Information & Records Management Team which is part of ISD. We are responsible for providing the MoJ with best practice policy/guidance and fit for purpose records management tools to allow digital information to be managed effectively throughout its lifecycle. The team also oversee JustStore, one of our corporate repositories.

Job summary

The Digital Information and Records Assurance Manager role exists to lead the Ministry of Justice in managing its digital information throughout the entire lifecycle. This includes ensuring the Digital Information and Records Management Team know where information is stored across the digital estate. This means information is stored in the correct repositories, available to the right people at the right time and accurately disposed of at the end of its retention period. This role will focus on assurance activities, including baselining MoJ against legal obligations and industry standards.

This role sits within Information Services Division, specifically in the Digital Information and Records Management Team. The role generally reports to a senior manager within the team at SEO level.

This role usually involves the management of staff, building capability across the team structure.

Job description

The job holder will be required to carry out the following responsibilities, activities, and duties:

• Lead the coordination of assurance activities, for example assessments commissioned by The National Archives
• Oversee available reporting mechanisms to enhance insight to digital records at MoJ
• Coordinate the regular review and maintenance of the Digital Information and Records Management Team risk log
• Support staff across the MoJ family by providing expert guidance on good information management practices, including storing, organising, reviewing and deleting content
• Lead and coordinate digital information review activities, including retention checks, cleansing work and preparation for archiving or deletion
• Work with key stakeholders to ensure systems have strong governance controls that protect information and support good user behaviour
• Manage and oversee improvements in how digital information is stored, accessed and governed across the organisation, including supporting transformation initiatives and projects
• Build and maintain relationships with internal and external key stakeholders to ensure consistent, department-wide standards for managing information wide standards

This list 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.

Essential criteria

• Good understanding of the information lifecycle
• Experience drafting guidance and advising others on how to best manage their information in line with policies and legislation
• Familiarity with information legislation such as the Public Records Act and Code of Practice on the Management of Records
• Good understanding on the use of M365 products for managing information, particularly SharePoint

Desirable criteria

• Knowledge and Information Management qualification

Behaviours

We will assess you against these behaviours during the selection process:

• Making Effective Decisions (lead behaviour)
• Seeing the Bigger Picture
• Changing and Improving
• Communicating and Influencing

Application process

This vacancy will be assessed using Success Profiles. Will assess your behaviours, experience and strengths. The process consists of an application form, sift and interview.

Application form

We will assess your behaviours and experience on your application form. You will be asked to submit:

• a 250-word STAR format response to a lead behaviour question
• a CV / employment history
• a 500-word statement of suitability to evidence how you meet the essential criteria required for the role

Sift

We will assess your behaviours and experience during the sift. An initial sift based on the lead behaviour may be conducted if a large number of applications is received. Candidates who pass the initial sift may then be progressed to a full sift where all behaviours and experience are then considered or may instead progress straight to interview.

Interview

We will assess your behaviours and strengths during the interview. The strengths are not shared in advance. To learn more about Strengths and how they are assessed please click here.

Minimum eligibility

All candidates are subject to security and identity checks prior to taking up post. The successful candidate must be prepared for an SC clearance application if not already acquired. All external candidates are subject to a minimum of 6 months’ probation. Internal candidates are subject to probation if they have not already served a probationary period within the MoJ.

Hours of work/working pattern

37 hour working week (standard).

Person specification

Please refer to Job Description

Behaviours

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

• Making Effective Decisions
• Seeing the Big Picture
• Changing and Improving
• Communicating and Influencing

Benefits

Alongside your salary of £35,335, Ministry of Justice contributes £10,236 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

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, Strengths and Experience.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

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

Security

Successful candidates must undergo a 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.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

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 : SSCL Recruitment Enquiries Team
• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
• Telephone : 0345 241 5359

Recruitment team

• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and 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: http://civilservicecommission.independent.gov.uk/civil-service-recruitm…

https://jobs.justice.gov.uk/careers/JobDetail/16265?entityId=16265