Digital Information and Records Manager (Ref: 15223)

Job summary

Please refer to Job Description

Job description

Job Title Digital Information and Records 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 Manager role exists to lead the Ministry of Justice in managing its digital information throughout the entire lifecycle. This includes ensuring 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 supports MoJ staff by providing clear, practical and expert advice based on policies, 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 development and maintenance of clear, practical policies and procedures to help the MoJ manage its digital information responsibly and in line with legal requirements
• Oversee the organisation, structure and accessibility of core digital repositories (such as SharePoint and MoJ’s Digital Archive), ensuring information is stored correctly and can be retrieved when needed
• Support staff across the MoJ family by providing expert guidance on good information management practices, including storing, organising, reviewing and deleting content
• Manage the Information Manager network, ensuring that our key contacts across the MoJ are well-informed and supported
• 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. Minimum eligibility All candidates are subject to security and identity checks prior to taking up post.

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.

All staff are required to declare whether they are a member of a group or organisation which the MoJ consider to be racist. Application process This vacancy will be assessed using Success Profiles to assess behaviours and technical expertise. The application process will require 250 word STAR format for the 3 identified behaviours, the submission of a CV and a statement of suitability to evidence how you meet the essential and technical criteria required for the role. Shortlisted candidates will be invited to attend a panel interview based on Civil Service Success Profiles framework. Hours of work/working pattern 37 hour working week (standard).Principles

• Job Descriptions should summarise the types of activities and level of responsibility, but not the way in which those tasks will be carried out.
• Job Descriptions should be task specific, but not prescriptive. For example, an administrative role may update a financial spreadsheet – the Job Description will list this activity as a task but should not dictate how or when this activity takes place.
• Language used in the Job Description should adequately reflect the level of the work, so for examples are staff ‘Accountable’ for an area of work, ‘Managing’ a process or ‘Undertaking’ transactional tasks.
• Job titles should not contain the band i.e. Band 3 Administrator.

Overview of Directorate Section

• Describe the main purpose and context of the job and provide a clear understanding of the job for recruitment purposes. Assume the reader starts from zero understanding of the job.

Summary Section

• This should provide a summary of the responsibilities, activities, and duties section, which can provide prospective applicants with the details of what the job holder is expected to do.
• State whether the job has line management responsibility.

Responsibilities, Activities and Duties Section

• All Responsibilities/Activities/Duties must be bulleted.
• As a guide, there should be a maximum of 6 to 10 bullet points.
• Bullet points should try to capture all the main tasks and activities and should not include anything that is not key to the role or is specific to an individual.
• Refer to the person carrying out a task as the ‘job holder‘.
• The list of job-specific activities should start with the most important or time consuming, ending with the least important or infrequent.
• Acronyms – When the full name is first mentioned in full in the body of the text, abbreviation should be in brackets and thereafter the abbreviation can be used.
• Try to make the activities undertaken by the job holder as generic as possible without being too specific i.e. Responsible for project planning rather than Responsible for planning the Transforming Rehabilitation project.

Minimum Eligibility This should contain the standard eligibility criteria which is currently as follows:

• All candidates are subject to security and identity checks prior to taking up post.
• 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 HMPPS.
• All staff are required to declare whether they are a member of a group or organisation which MoJ consider to be racist.

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
• Communicating and Influencing
• Changing and Improving

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 and Strengths.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.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

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/15223?entityId=15223