Information and Records Management Officer

Job summary

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

The Information Management and Privacy team are embedding a dynamic new function that consolidates information governance capability across UKHSA, working organisation wide to develop a compliance culture supported by dedicated professionals. This is an important stage in the development of the function, as we work with the business and our regulators to bring about lasting organisational change.

This is an exciting time to join the organisation, as we have large scale programmes underway, with this fixed term contract providing an opportunity to support both business-as-usual and key information and records management programmes over an 18-month period.

As an Information & Records Management Officer, you will enable, review, and refine the organisation’s information governance. With an emphasis on implementing information and records management good practice, processes, and policy especially in our M365 and other digital environments. Supporting colleagues within the IRM team, you will also be a crucial partner of key colleagues across UKHSA enabling the day-to-day information and records management. Providing expertise and insight to the organisation, you will also understand staff requirements for guidance and support.

Your skill and experience allow you to evaluate requirements and help build solutions.

Job description

• Support the Information & Records Management team in providing expert advice to the Agency on matters of Records and Information Management.
• Contribute to the UKHSA Information and Records management policy suite, including guidance documents, training provision, and processes.
• Engage with colleagues across government and in our sponsoring Department to ensure that UKHSA understands and assesses cross-government requirements and the impact of changes in platforms and technology
• Provide impactful guidance, advice, and expertise to colleagues throughout UKHSA on information and records management policy, procedure, and practice;
• Provide expert advice on the management of information and records on key systems such as M365 and Exchange;
• Coordinate and facilitate Information and Records and Management improvements for the benefit of the business, working to optimise search and retrieval of information
• Liaison with other UKHSA teams on disclosure, litigation, inquiry, FoI, and other queries.
• Collaborate with stakeholders and key colleagues across UKHSA to help enable the culture of compliance

The UKHSA Records & Information Management Officer supports Information Management and Records Management in the organisation. They provide expertise, advice, and guidance to staff across the Agency in all areas of Information. Operating at the Practitioner level of the Government Knowledge and Information Management Professional Skills Framework. They collaborate with teams and networks across the Agency to understand stakeholder concerns,build consensus and improve compliance to create an Information and Records Management culture.

KEY WORKING RELATIONSHIPS
The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA. This will include:

Internal

• Senior Information Risk Owner
• Information Asset Owners
• Technology / ICT providers
• Lessons Identified & any Public Inquiry Preparation Team
• Information Rights teams Wider Information Management, Data Governance & Privacy team
• Contracting and contract management colleagues
• Change management and change programmes

External

• DHSC Information Risk Management and Assurance Directorate
• Cross-Government professional communities
• The National Archives

This is not an exhaustive list.

Person specification

Essential Criteria

• Experience working with information and records, ideally around the public sector legal and policy framework
• Significant expertise in administering M365 for information management
• Ability to understand, use, and explain M365 technical functionality for impactful information and records management practice
• Assessing colleagues needs and training requirements and helping them improve and develop
• Experience at the Practitioner level of the GKIM Professional Skills Framework or the equivalent
• Stakeholder engagement / communication experience
• Expert M365 user
• Excellent written and verbal communication skills
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable Criteria

• Experiencing in providing impactful guidance on information and records management topics
• SharePoint Developer and experience with advanced M365 tools such as PowerAutomate, PowerBI, and PowerApps
• Change delivery experience

Benefits

Alongside your salary of £33,422, UK Health Security Agency contributes £9,682 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

Success Profiles

Stage 1 – Application & Sift

This vacancy is using Success Profiles and will assess your Behaviours/Experience/Technical skill

Success profiles Success Profiles - GOV.UK

You will be required to complete an application form. You will be assessed on the listed 9 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)

• 1000 word supporting statement

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than1000 words. We will not consider any words over1000 words.

Longlisting:

In the event of a large number of applications we will longlist into 3 piles of:

1. Meets all essential criteria
2. Meets some essential criteria
3. Meets no essential criteria

The pile ‘Meets all essential criteria' will proceed to shortlisting.

Shortlisting:

In the event of a large number of applications we may conduct an initial sift, on the lead criteria of: (one or more essential criteria or a lead behaviour if using behaviour statements).

• Experience working with information and records, ideally around the public sector legal and policy framework

Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates

If you are successful at this stage, you will progress to interview & assessment. Feedback will not be provided at this stage.

Stage 2: Interview

Success profiles Success Profiles - GOV.UK

You will be invited to a single remote interview.

Behaviours/Experience/Technical skills will be tested at interview.

There will be a Presentation, this will be used to check technical skills. The details of which are '5-10 minute presentation, you will be asked to prepare a short presentation providing an example of a records management challenge they resolved, how they used the M365 platform to deliver that change, and the key challenges and lessons learnt.'

The Behaviours tested during the interview stage will be:

• Changing and Improving (Lead Behaviour)
• Leadership
• Communication and Influencing
• Working Together
• Delivering at Pace

Interviews dates are to be confirmed. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Qualifications and Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.

Location

This role is being offered as hybrid working based at any of our Core HQs with a possibility of home working.

We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at one of UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London).

Our core HQ offices are modern and newly refurbished with excellent city centre transport links and benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).

Salary Information

Higher Executive Officer (HEO):

• National HEO: £33,422 - £40,731
• Outer HEO: £35,587 - £43,244
• Inner HEO: £37,749- £45,353

Salary is subject to base location.

If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Careers website

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK. The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any
reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability
Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs. You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments

International Police check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud Check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

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.

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

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).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 : Sarah Handy
• Email : Sarah.handy@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.gov.uk

Further information

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's
Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact the UKHSA Complaints team via email at: Complaints@ukhsa.gov.uk If you are not satisfied with the response you receive from the Department, you can
contact the Civil Service Commission. Visit the Civil Service Commission website for further information: https://civilservicecommission.independent.gov.uk