Knowledge and Information Lead

Job summary

The Knowledge and Information Management Lead leads the knowledge and information management function for the Corporate Services Modernisation programme and holds the Senior Information Officer (SIO) designation for CSM under JSP 441, Managing Information in Defence. The role owns the CSM knowledge and information management strategy, SharePoint governance, document control, records management and the information management contribution to the assurance evidence base.

The role reports to the Head of Governance, Assurance and PMO and advises that post on information risk, compliance and assurance, escalating matters beyond CSM's delegated authority to the departmental Senior Information Risk Owner (SIRO) chain. It leads the Configuration and Records Officer (HEO). The role works closely with the Strategic Commercial Team within CSM who are responsible for the knowledge and information management of the CSM Delivery Partners

The CSM portfolio is recruiting to two-year FTAs, with the possibility of extension subject to business requirements and approvals.

If you are a permanent MOD civil servant and are successful in securing an advertised Fixed-Term Appointment (FTA), it may be possible to agree a Temporary Transfer, subject to the agreement of your current MOD business area. Where a Temporary Transfer is agreed and the post is at a higher grade, any promotion will be temporary, and you will return to your substantive grade at the end of the Temporary Transfer.

Existing Civil Servants from outside MOD and applicants from accredited NDPBs are eligible to apply but will only be considered on a loan basis (Civil Servants) or secondment (accredited NDPBs). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant, including arrangements regarding grade on return.

This position is advertised at 37 hours per week. Part time and job share arrangements may be considered providing that full time hours are covered.

Job description

Knowledge and information management strategy and standards

• Develop, implement and maintain the CSM knowledge and information management strategy and standards, ensuring alignment with JSP 441 and Defence information policy. (JSP 441; GKIM Information Management discipline)

• Establish consistent KIM processes and standards across the five CSM sub-programmes and the central team. (GovS 002 section 7.9)

Senior Information Officer duties

• Hold the Senior Information Officer (SIO) designation for CSM, leading and directing the organisation's information management effort in accordance with JSP 441.

• Advise the Head of Governance, Assurance and PMO on information risk, compliance and assurance, escalating matters beyond CSM's delegated authority to the departmental Senior Information Risk Owner (SIRO) chain.

• Maintain familiarity with JSP 441 and associated information management protocols, and complete the Defence Academy Senior Information Officer course.

Information governance and compliance

• Maintain statutory and procedural returns, including the Information Asset Register and Data Protection Impact Assessment register, allocating Information Asset Owners as required. (GKIM Information Rights discipline)

• Ensure information is captured, stored, distributed, used, retained and disposed of in accordance with the Public Records Act 1958, the Freedom of Information Act 2000 code of practice on records management, the Data Protection Act 2018 and UK GDPR, and MOD policy.

• Ensure compliance with GovS 007, Security, with respect to data and information security, and GovS 005, Digital, data and technology, with respect to data handling, as required by GovS 002 section 7.9.

Information architecture and document control

• Own the design and governance of the CSM SharePoint workspace and information architecture across the five sub-programmes and the central team. (GKIM Information Architecture discipline)

• Lead document control, version control and access management for CSM governance, assurance and programme management documentation, maintaining two-way traceability. (GovS 002 section 7.8)

Records management

• Lead records management for CSM, including the file plan, retention and disposal schedules, and the closure of completed records in line with JSP 441. (GKIM Records Management discipline)

Knowledge management and lessons learned

• Lead the knowledge management aspects of lessons learned activity, including the capture, storage, dissemination and reuse of organisational knowledge and good practice. The role is responsible for maintaining the mechanisms and repositories that support lessons learned but is not accountable for the wider programme lessons learned process. (GovS 002 section 8.10; GKIM Knowledge Management discipline)

Assurance support

• Ensure the KIM function supports the assurance evidence base required for NISTA, MOD Integrated Assurance and other review activity, working with the Assurance Manager. (GovS 002 section 4.2)

Team leadership and training

• Line manage the Configuration and Records Officer (HEO), setting standards and providing professional direction for configuration and records management.

• Lead KIM training and upskilling for the CSM team, promoting a positive information culture.

Stakeholder engagement

• Build relationships with governance, assurance, business management, security and Defence Digital colleagues to embed KIM across CSM activity.

Boundaries

The role supports but does not own the following:

• Departmental information risk policy and the Senior Information Risk Owner (SIRO) function: these sit within the MOD SIRO chain. The CSM SIO manages information risk within delegated authority and escalates issues where required but does not set departmental policy.

• Technical cyber security, ERP configuration and system architecture: owned by Defence Digital, platform owners and technical teams. This role leads information governance, knowledge management and information management practices but is not responsible for technical security controls or system design.

• Governance framework, secretariat and overall programme assurance: owned by the Head of Governance, Assurance and PMO and the Assurance Manager. This role provides the information, records and knowledge evidence base that enables effective governance and assurance.

• Delivery Partner commercial information management and lessons learned: owned by the Strategic Commercial Team. This role works collaboratively with Strategic Commercial to ensure alignment between CSM knowledge management arrangements and information management or lessons learned activities relating to Delivery Partners.

Person specification

Essential

• Significant experience in knowledge and information management, records management or a related KIM discipline in a complex organisation.

• Experience acting as, or directly supporting, a Senior Information Officer, Information Asset Owner or equivalent information governance role.

• Strong understanding of records management legislation and policy, including the Public Records Act, Freedom of Information Act and Data Protection Act.

• Experience designing or governing SharePoint or equivalent information architecture at scale.

• Strong stakeholder engagement and training delivery skills.

• The ability to line manage and develop a small team.

Desirable

• MOD Information Managers Defence Academy course, or equivalent SIO training (required within twelve months of appointment if not already held).

• Professional registration or qualification through CILIP, IRMS, ARA or BCS.

• Experience in Defence, government, or large-scale transformation programmes.

Technical competencies

Proficiency reflects the Government KIM Professional Skills Framework, supplemented by PDCF references where genuinely applicable.

Competency

Source framework

Required level

Knowledge and information management strategy

GKIM Information Management discipline

Senior practitioner

Records management

GKIM Records Management discipline

Senior practitioner

Information architecture

GKIM Information Architecture discipline

Practitioner

Information rights (DPA, FOI, DPIA)

GKIM Information Rights discipline

Practitioner

Knowledge management and lessons learned

GovS 002 s.8.10; GKIM Knowledge Management discipline

Practitioner

Traceability and document control

GovS 002 section 7.8

Practitioner

Information and data management framework

GovS 002 section 7.9

Practitioner

Knowledge management (PDCF, supporting reference)

Governance and Reporting Manager 3

Practitioner

Behaviours

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

• Working Together
• Communicating and Influencing
• Managing a Quality Service
• Leadership

Benefits

Alongside your salary of £46,040, Ministry of Defence contributes £13,337 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%

Where business needs allow, some roles may be suitable for a combination of office and working from home as part of a non-contractual hybrid working arrangement. All office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to site capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD workplace, will also count towards this level of office attendance. Applicants can request further information regarding how this and other flexible working arrangements may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.

The post does not offer relocation expenses.

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

Please Note: Expenses incurred for travel to interviews will not be reimbursed.

Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.

Any move to MOD from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.

The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.

MOD Recruitment Satisfaction Survey – We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.

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 Experience.

Candidates will be required to provide CV details to include job history; qualification details and previous skills and experience.

Candidates will be required to provide a Personal Statement of up to 750 words.

At sift, candidates will be assessed against their CV, Personal Statement and the following Behaviours:

• Leadership
• Managing a Quality Service
• Working Together
• Communicating and Influencing

In the event of a high number of application, the sift will be based on the CV, Personal Statement, Leadership and Managing a Quality Service only.

At interview, candidates will be assessed against the following Behaviours:

• Leadership
• Managing a Quality Service
• Working Together
• Communicating and Influencing

Further information:

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.

There may be occasions where it is not practicable or appropriate to interview all DCS candidates that meet the minimum criteria for the job. For example, in certain recruitment situations such as a high volume of applications, seasonal demand, or peak periods, the employer may wish to limit the overall number of interviews offered to both DCS and non-DCS applicants.

As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical. This role does not meet that category, and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points-based system.
Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

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.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 : Michael Steinberg
• Email : Michael.Steinberg100@mod.gov.uk

Recruitment team

• Email : DBSCivPers-ResourcingTeam3@mod.gov.uk

Further information

Please ensure you read the attached candidate information document prior to completing your application. If you are dissatisfied with the service you have received from DBS, or believe that DBS has failed to follow the recruitment process in line with the Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition, you can raise a formal complaint by writing to DBS at the following address: Defence Business Services, Scanning Hub, Room 6124, Tomlinson House, Norcross Lane, Blackpool, FY5 3WP. If after raising your complaint with DBS you remain dissatisfied you can complain directly to the Civil Service Commission at the following address: Civil Service commission, Room G/8, 1 Horse Guards Road, London, SW1A 2HQ Or by email: info@csc.gov.uk.

Attachments

Defence Civil Service Offer Opens in new window (pdf, 1562kB)Candidate Information updated_ Opens in new window (docx, 32kB)Terms and Conditions of Service 1 Opens in new window (docx, 24kB)