Registry Officer (Ref: 17189)
Job summary
Please refer to Job DescriptionJob description
Overview of Security and Information Directorate (SID)
SID is part of the Service Transformation Group. The Group oversees the building of a strategic vision for modernising and digitising our legacy systems, generating a coordinated plan across the 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
Information Services Division is responsible for ensuring the MOJ:
• Manages its information so that it knows what is held and where it is held - Knowledge management and Records management
• Holds its information in compliance with legislation and is accessible – Data protection and freedom of information
• Is clear who owns the information and that they understand their responsibilities – Knowledge management
• Holds its information securely – Information assurance
Records Management Service
This post sits in the Records Management Service (RMS) which is part of SID and an integral part of the MOJ, managing the records of the department.
We are responsible for electronic and paper records in compliance with the provisions of the Secretary of State’s Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000.
We work within a legislative framework (Public Records Act 1958 and 1967 (PRA), UK General Data Protection Regulations (GDPR) and Data Protection Act 2018 (DPA), Freedom of Information Act 2000 (FOIA)) and in accordance with guidelines set by independent inquiries to obtain, store safeguard and preserve records, making them available to the public where appropriate.
Summary
The 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.
Responsibilities, Activities and Duties
The job holder will be required to carry out the following responsibilities, activities, and duties:
Supporting the registrar with the management of 102 Petty France MOJ Registry, which will include:
• Maintaining the records stored in the registry in line with the Public records Act (PRA) and archival and governmental requirements
• Maintaining accurate registry and records listings enabling efficient accessibility of them recording details of location of records held in the registry and why
• Searching and retrieving files (digital and/or paper) as requested by authorised staff
• General Registry maintenance
• Liaising with off-site storage supplier to request the recall/return of records to agreed service levels and timeframes
• Responding to requests for Registry tours, scheduling them in diaries of both the requestor and tour presenters from within London RMS Management Team, supporting the delivery of them where necessary
• Supporting the effective maintenance of the registry (including the stationery room) in line with Health & Safety and Security recommendations
• Managing the team mailboxes, responding to queries as a trusted advisor and escalating as appropriate
• Taking delivery of records received from offsite storage, liaising with colleagues on large deliveries, including building good working relationships with stakeholders to ensure effective delivery and space management.
• Supporting the accurate, secure and timely transfer and dispatch of records from the Registry
• Reviewing records as needed, implementing decisions, engaging with and helping team members and others to do the same
• Assisting the Deputy Departmental Records Officer (DDRO) and London RMS team with any adhoc duties as required
• This role involves a significant amount of manual handling as a large proportion of the work the team undertakes involves physical paper records.
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 MoJ.
Essential skills
• Ability to organize and prioritize workload to maximise your own productivity
• Excellent oral and written communication skills, understanding the needs of the process and stakeholders to pass on information in a polite and professional manner.
• Takes pride in providing a high-quality service, with a keen eye for detail and delivering high quality work at pace.
• A good team player able to build strong relationship across the Records teams and wider to deliver results.
• Ability to deal with complex/large amounts of information.
• Ability to complete manual handling tasks
Desirable Skills
• Experience in Records Management, however training will be provided.
• Knowledge of relevant legislation i.e. the Public Records Act 1958, Freedom of Information Act 2000, Data Protection legislation, such as GDPR and Data Protection Act 2018.
Application Process
This vacancy will be assessed using Success Profiles:
The Civil Service recruits using Success Profiles. This means for each role we advertise; we consider what the candidate will need to demonstrate to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.
A Success Profile is made up of 5 elements:
• behaviours - the actions and activities that people do which result in effective performance in a job
• strengths - the things we do regularly, do well and that motivate us
• ability - the aptitude or potential to perform to the required standard
• experience - the knowledge or mastery of an activity or subject gained through involvement in or exposure to it
• technical - the demonstration of specific professional skills, knowledge or qualifications
Not all the elements are relevant to every role, and will vary depending on the profession, level and type of role.
• CV (maximum 2 A4 pages)
• personal statement of no more than 750 words (font size minimum Arial 11) which describes how you meet the requirements set out in the responsibilities section and, essential and desirable criteria listed above.
• 45-minute panel interview with the following behaviours
o Working together (lead)
o Changing and Improving
o Delivering at pace
o Managing a quality service
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.
Person specification
Please refer to Job DescriptionBehaviours
We'll assess you against these behaviours during the selection process:
- Changing and Improving
- Managing a Quality Service
- Working Together
- Delivering at Pace
Benefits
Alongside your salary of £30,109, Ministry of Justice contributes £8,722 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 Experience.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJFeedback 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
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
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/17189?entityId=17189
Salary range
- £30,109 per year