Records Officer - Branston Records Management Service (Ref: 22500)

Job summary

Please refer to Job Description

Job description

Branston Operations Records Officer

Job description:

What we do

We work to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public. We are responsible for the following parts of the justice system:

• courts
• prisons
• probation services
• attendance centres

Working in partnership with other government departments and agencies to reform the criminal justice system, to serve the public and support the victims of crime. We are also responsible for making new laws, strengthening democracy, and safeguarding human rights.

Background

The Branston Records Management Service (RMS) team sits within the MoJ’s Security and Information Directorate, which has a broad range of responsibilities including information management and records compliance. As part of the Directorate’s Information Services Division, our aim is to ensure the MoJ holds information in compliance with legislation; that all information is correctly stored, accessible, and shared appropriately; and our information is protected, and the risks managed. We believe that knowing what information and records we have and having the right information available at the right time by those who need it or request it, is at the heart of an excellent justice system.

The Branston RMS team have responsibility for providing essential records management services to departments within MoJ including; HM Courts & Tribunals Service (HMCTS), HM Prison & Probation Service (HMPPS), Shared Services Centre to name just a few.​ The team deal with requests for records held both on and off-site with our third-party storage provider in addition to managing records within our custody; ensuring they are kept in accordance with the relevant legislation and retention policies.

Job Profile

Job Title / Group

Records Officer, Branston Records Management Service

Reports To

Records Manager(EO)

Location & Terms of appointment

This is a permanent post based at Branston Registry, Burton-Upon-Trent.

Salary and Grade

This post is Band AO.

Role Purpose

We are looking for a motivated individual who must be able to learn quickly and adapt to changing priorities in a demand led environment. The team have a strong customer service culture, providing a key service across the Ministry of Justice so the ability and skill to build strong professional relationships on both an individual and team basis is very important. The role is important as it ensures that colleagues across the MoJ are supported to carry out their role/duties by having access to the right information at the right time, by responding to requests within service level agreements.

Once fully trained, you will work independently with minimal supervision following guidance and internal policies and will be responsible for making your own decisions. Your work must be carried out securely, confidentially and accurately. This role is for onsite working only.

Main Activities / Responsibilities

The job holder will be required to undertake the following duties and responsibilities:

Administrative Officer – Records Officer

• To process and answer telephone/written requests and enquiries in accordance with agreed office standards and service level agreements.
• To obtain records/files from third party storage and maintain an accurate computer record of movements.
• To update and maintain all necessary Excel spreadsheets in connection with the request and review work.
• Undertake various administrative tasks to support the effective organization of the work and records held in Branston Registry.
• To review records in line with relevant Records Retention and Disposition Schedules.
• To review records for permanent preservation and transfer to The National Archives (TNA) in compliance with TNA guidelines and Operational Selection Policies.
• To assist with any ad-hoc general office duties as required, with regular manual handling requirements.

Person Specification

Essential skills

• Ability to organise and prioritise workload to maximise your own productivity
• Demonstrate ability to work effectively within a team
• Ability to deal with large amounts of information
• Ability to work using I.T (with use of Microsoft computer package, i.e. Word, Excel and Outlook).
• Manual handling

Desirable Skills

• Experience in Records Management, however training will be provided.

Should we have a large volume of applications, we will be sifting using the lead behaviour – Making Effective Decisions.

Person specification

Please refer to Job Description

Behaviours

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

• Making Effective Decisions
• Managing a Quality Service
• Changing and Improving

Benefits

Alongside your salary of £25,582, Ministry of Justice contributes £7,411 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).

• 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 basic (or equivalent) 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

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/22500?entityId=22500