Records Reviewer (Ref: 22127)

Please refer to Job 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

All MOJ records retained by business areas/courts have to be reviewed when they are approximately 20 years old to determine whether they should be permanently preserved at The National Archives (TNA), forming part of our national historical record.

This role works within a legislative framework (Public Records Act 1958 and 1967, GDPR and Data Protection Act 2018, Freedom of Information Act 2000) and in accordance with guidelines set by independent inquiries to obtain, store safeguard and preserve records, making them available to the public where appropriate.

The records are both paper and digital, both need to be reviewed to determine historical importance. This is where the processes for reviewing paper-based records will require transformation and adaptation to fit with more digital ways of working. There will be a manual handling aspect to the role. There is also the potential to handle information of a distressing nature, due to the content of MoJ records held and the successful candidate will need to be able to view these in a professional manner.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities, and duties:

• To carry out the selection process of MOJ paper and digital records for permanent preservation and transfer to TNA in compliance with TNA guidelines and Operational Selection Policies and by using appropriate research tools.
• To provide detailed reasoning for the decision reached on the required disposal action.
• To carry out sensitivity reviews on selected records to ensure sensitive data is closed in accordance with Freedom of Information and Data Protection legislation.
• To process and prepare paper and digital records selected for permanent preservation in compliance with TNA regulations and guidance.
• To update and maintain all necessary spreadsheets and record logs in connection with the review work and undertake various administrative tasks, to support the effective organization of the work carried out.
• To promote records management practices and procedures.
• To investigate, process and answer oral and written enquiries in accordance with agreed office standards and timescales and assist with any ad hoc duties as required. This includes liaising with TNA on the Freedom of Information requests they receive for MOJ’s closed records with them.
• To review ways of working as needed, suggest changes, and implement improvements, engaging with and helping team members and others to do the same.
• This role comes with a degree of manual handling as a proportion of the work the team undertakes involves physical paper records.
• Some records may include distressing information, documentation or photographs and the successful applicant will need to be able to view these in a professional manner.

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 workloads to maximize your own productivity and keep accurate records of your activities on all necessary spreadsheets
• Self-motivated, prepared to get involved in a range of tasks and thrives on challenge
• 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 work using I.T

Desirable skills:

• Knowledge or understanding of good records management and relevant legislation i.e., the Public Records Act 1958, Freedom of Information Act 2000, Data Protection legislation, such as GDPR and the 2018 Data Protection Act.
• Experience in supporting their team through change to deliver a quality service.

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.

Success Profiles - GOV.UK

Application process

• 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.
• 250-word behaviour statement on the lead behaviour: Making Effective Decisions.
• 45-minute panel interview with strength questions and following behaviours:
• Making Effective Decisions (lead)
• Delivering at Pace
• Changing and Improving
• Working Together

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.

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)

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.