83937 - Registrar

£37,174 - £40,403
1
12 Months
London
London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
HEO
HEO
Permanent
Full Time, Part Time, Part Time/Job Share, Flexible Working
Knowledge & Information Management

Registrar                 

Location: 102 Petty France

About the Department: 

The Ministry of Justice (MOJ) is one of the largest government departments, employing around 70,000 people (including those in the Probation Service), with a budget of approximately £9 billion. Each year, millions of people use our services across the UK - including 500 courts and tribunals, and 133 prisons in England and Wales.

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 also responsible for the following parts of the justice system: 

  • courts
  • prisons
  • probation services
  • attendance centres

We also work 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

Access to information, and transparency is vital in government organisations, playing an integral role in delivering day to day business outcomes, safeguarding the corporate and historic record, and in providing assurance to stakeholders and the public. At the MOJ 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 providing a world-class justice system. This is because handling information plays an integral role in delivering our day-to-day business functions, underpins our policy development and operational delivery, and ensures our legal obligations are met.

This post sits in Records Management Service (RMS) which is part of the Security and Information Group (SIG). 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, 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.

Role Type : Knowledge and Information Management

Post Type : Permanent

Working Pattern : Full Time/Part Time/Part Time/Job Share/Flexible Working/Other

Location : The post is located with the team in 102 Petty France, London although flexible arrangements will be considered.

Clearance level : Security Check (SC)

The Role

We’re recruiting for a Registrar within the Department’s Records Management Service (RMS) team.

We are looking for a motivated individual who shares our values and who is passionate in delivering excellent services, as we ensure records are effectively reviewed in accordance with the department’s guidance and policies.

This is an exciting opportunity within the London RMS team which is led by the Deputy Departmental Records Officer (DDRO).  The team provides a range of services including the storage, retrieval, tracking, review and destruction of all MOJ’s historical records both paper and digital records in accordance with legislation and MOJ retention policy. In addition, identifying potential records for permanent preservation at The National Archives (TNA).

This role will give you the opportunity to build a network of contacts across MOJ HQ, HM Prison and Probation Service (HMPPS), and HM Courts and Tribunal Service (HMCTS) and with our external stakeholders. You will also get exposure to and work with colleagues in other government departments to facilitate transfer and retrieval of records associated with Machinery of Government Changes on behalf of the Departmental Records Officer, occasionally providing authorised access of MOJ information held within the registry.

Main Activities and Responsibilities

As the Registrar you will have responsibility for the day to day operation of the MOJ Registry at 102 Petty France with line management responsibility of 1 band AO. You will work as part of a team, to manage the lifecycle and disposition of MOJ’s records. You will be responsible for making decisions, ensuring your team’s work is carried out securely, confidentially, and accurately at all times. You will be expected to contribute towards the continuous improvement of the wok of RMS and will be required to engage, collaborate and influence decisions to the get the job done.

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. You will be an active part of that review.

Whilst the team undertake these reviews, the records are held in our Registry. We are seeking to modernise how the Registry runs and works, organising what we already hold and future transfers of records in and out. 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.

This role will give you the opportunity to build a network of contacts across MOJ HQ, and other business areas, external stakeholders and other government departments to facilitate the authorized access of MOJ information held within the registry.

You will also provide a dedicated and expert function, so strong communication skills are vital as you work with stakeholders and colleagues within RMS team to ensure smooth running of the registry.  You will need excellent organisation and planning skills to oversee new records management projects.

Responsibilities will include:

  • Managing the 102 Petty France MOJ Registry:
  • Ensuring that records are stored and managed appropriately in line with the Public records Act (PRA) and archival and governmental requirements
  • Managing new deposits into the Registry, making sure the correct files are added and the right information maintained
  • Implementing H&S report recommendations
  • Implementing Security report recommendations
  • Creating record-keeping systems and procedures with the aim of understanding and maintaining what is help within the registry and reasons why
  • Undertaking searches for requested records, digital and/or paper. Working alongside requesters, Inquests and Public Inquiries to provide relevant records.
  • Managing records held with business areas and in off-site storage:
  • Ensuring records held in off-site storage are maintained in line with statutory obligations, including their disposition
  • Logging and accounting for personal and non-personal assets using the One-Trust system, ensuring it is accurate and up to date.
  • Working with the Branston registrar to understand and work to tackle records backlogs
  • Managing the Machinery of Government transfer protocols and processes on behalf of the Departmental Records Officer (DRO).
  • Managing 1 Band AO, leading and inspiring the team, promoting inclusion, celebrating diversity and acting as a role model for colleagues.
  • Assisting DRO/Head of Records Review with any ad hoc duties as required. 

We are looking for an outstanding candidate who will pick up this challenge quickly and work within a busy area to fulfil the ambition to drive the move towards improved records management, preservation of records or disposition (where necessary).

We are looking for someone with excellent leadership and collaboration skills, who is approachable, enthusiastic and is wanting to deliver a quality service to the Department and its customers, identifying opportunities for new ways of working.

Essential criteria

  • Experience of Records Management and successful delivery in this field.
  • Collaborative working with a wide range of stakeholders to set priorities, objectives and timescales.
  • Ability to work with a diverse range of colleagues, stakeholders and delivery partners in developing suggestions for improvements, and trialling and implementing agreed actions
  • Ability to think ‘bigger picture’ in order to plan and organise departmental priorities
  • Experience of delivering and embedding change.
  • Ability to complete manual handling tasks
  • Knowledge of relevant legislation i.e. the Public Records Acts 1958 and 1967, Freedom of Information Act 2000, Data Protection legislation, such as GDPR and Data Protection Act 2018.

Desirable

  • General skills in project management

We welcome the unique contribution diverse applicants bring and do not discriminate on the basis of culture, ethnicity, race, nationality or national origin, age, sex, gender identity or expression, religion or belief, disability status, sexual orientation, educational or social background or any other factor.

Our values are Purpose, Humanity Openness and Together. Find out more here about how we celebrate diversity and an inclusive culture in our workplace.

How to Apply

We will be recruiting using Success Profiles Frameworks.

Candidates must submit CV (maximum 2 A4 pages) and personal statement of no more than 1000 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. 

You are also required to submit a 250 word behaviour statement on the lead behaviour Communicating and Influencing.

An initial sift will take place using the CV and Personal Statement, and above lead behaviour.

Your application will be reviewed and sifted against the Person Specification above by a diverse panel.

Successful candidates who meet the required standard will then be invited to a 45 minute panel interview where the following behaviours will be tested. 

  • Communicating and Influencing
  • Working Together
  • Making Effective Decisions
  • Changing and Improving
  • Delivering at Pace

External candidates will need to present ID for the interview to commence.  Please ensure you are ready prior to the interview slot as you will require a working camera.

If you are interested in applying for this role or would like to speak to someone about it, then please contact Salma Mallam Head of Records Management Services and Deputy Departmental Records Officer by emailing salma.mallam@justice.gov.uk.

Further Information

Please review the following Terms & Conditions which set out the way we recruit and provide further information related to the role.

If you have any questions please feel free to contact salma.mallam@justice.gov.uk.

Communicating and influencing Communicate in a straightforward, honest and engaging manner, choosing appropriate styles to maximise understanding and impact. Encourage the use of different communication methods, including digital resources and highlight the benefits, including ensuring cost effectiveness. Ensure communication has a clear purpose and takes into account people’s individual needs. Share information as appropriate and check understanding. Show positivity and enthusiasm towards work, encouraging others to do the same. Ensure that important messages are communicated with colleagues and stakeholders respectfully, taking into consideration the diversity of interests.

Working together Encourage joined up team work within own team and across other groups. Establish professional relationships with a range of stakeholders. Collaborate with these to share information, resources and support. Invest time to develop a common focus and genuine positive team spirit where colleagues feel valued and respect one another. Put in place support for the wellbeing of individuals within the team, including consideration of your own needs. Make it clear to all team members that bullying, harassment and discrimination are unacceptable. Actively seek and consider input of people from diverse backgrounds and perspectives

Making effective decisions Understand own level of responsibility and empower others to make decisions where appropriate. Analyse and use a range of relevant, credible information from internal and external sources to support decisions. Invite challenge and where appropriate involve others in decision making. Display confidence when making difficult decisions, even if they prove to be unpopular. Consult with others to ensure the potential impacts on end users have been considered. Present strong recommendations in a timely manner outlining the consideration of other options, costs, benefits and risks.

Changing and improving Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency. Encourage ideas for change from a wide range of sources. Clearly explain the reasons for change to colleagues and how to implement them, supporting individuals with different needs to adapt to change. Encourage an environment where colleagues know that they can challenge decisions and issues safely. Take managed risks by fully considering the varied impacts changes could have on the diverse range of end users.

Delivering at pace Show a positive approach to keeping the whole team’s efforts focused on the top priorities. Promote a culture of following the appropriate procedures to ensure results are achieved on time whilst still enabling innovation. Ensure the most appropriate resources are available for colleagues to use to do their job effectively. Regularly monitor your own and team’s work against milestones ensuring individual needs are considered when setting tasks. Act promptly to reassess workloads and priorities when there are conflicting demands to maintain performance. Allow individuals the space and authority to meet objectives, providing additional support where necessary, whilst keeping overall responsibility.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code 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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Expected week commencing 26 February 2024

15/02/2024, 23:55 hours.

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com

Please quote the job reference - 83937.

Security Clearance (SC)

To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why. 

For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

If you do not meet the above requirements, you may still be considered if, for example:

  • You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
  • You were studying abroad
  • You were living overseas with parents

In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.

Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.


Application form stage assessments

Behaviours
Communicating and Influencing - 250 word limit
Experience
CV
Statement of Suitability - 1000 word limit
A sift based on the lead behaviour, Communicating and Influencing, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Communicating and Influencing
Working Together
Making Effective Decisions
Changing and Improving
Delivering at Pace
Strengths may also be assessed at interview but these are not shared in advance.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

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) https://www.gov.uk/settled-status-eu-citizens-families

· 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) https://www.gov.uk/government/publications/nationality-rules

This Vacancy is closed to applications.