26277 - MoJ Records Review Officer

£25,893 - £29,729
2
12 Months
London
London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
EO
D
Permanent
Full Time, Part Time/Job Share, Flexible Working
Knowledge & Information Management

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 at 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.

JOB PROFILE

Job Title / Group / Directorate

MoJ Records Review Officer/Departmental Library and Records Management Services/Policy, Communications & Analysis Group

Reports To

Head of Records Review

Location & Terms of appointment

This is a permanent post based in the Department’s headquarters building: 102 Petty France, London.

Salary and Grade

This post is Band D (Executive Officer equivalent).

New entrants to the Civil Service will be expected to join on the minimum of the pay range.

Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer/pay on promotion rules.

Background

This post sits in the Departmental Library and Records Management Service (DLRMS) which is part of the Communication and Information Directorate (CID), which in turn is part of the recently formed Policy, Communications & Analysis Group.

DLRMS is led by the Departmental Records Officer (DRO) who manages 20 staff in three teams and is part of the Information Services Division and is responsible for the management of all MoJ’s records. The Review Team within DLRMS manages the disposition of all MoJ’s historical records both court and policy. It is made up of two units – Policy Records and Court Records.

All MOJ records retained by business areas/courts have to be reviewed when approximately 20 years old to determine whether they should be opened to the public and permanently preserved at The National Archives (TNA) and so form part of our national historical record or whether they should be destroyed. Though much younger, digital records in Just Store (the MOJ’s electronic document storage system) are also being reviewed to determine historical importance.

Review work includes complying with TNA’s Operational Selection Policies and researching which records merit selection for permanent preservation and transfer to TNA. Files chosen for transfer are reviewed in detail to ensure that sensitive information is closed in accordance with the provisions of the FOIA and DPA. 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 and carry out the duties necessary to process that data appropriately. There is also a manual handling aspect to the role.

Main Activities / Responsibilities

Duties may include:

  •  To carry out the selection process of MoJ records (incl. 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 to TNA 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/prepare records selected for permanent preservation in compliance with TNA regulations and guidance
  • To maintain/update the record of the disposal decisions taken etc in the Department’s EDRM system [Just Store].
  • To promote records management practices and procedures.
  • Carry out searches and reviews for any Statutory Inquiries.
  • To investigate, process and answer telephone/written enquiries in accordance with agreed office standards and timescales.
  • To assist DRO/Head of Records Review with any ad hoc duties as required.

Person Specification

Essential Skills:

  • Be a team player
  • Will thrive on developing solutions and adapting services as the organisation’s priorities evolve
  • Take pride in providing a high-quality service to a diverse and demanding group of customers
  • Enjoy working on a diverse range of subjects as ministerial priorities change
  • Have a keen eye for detail and delivering high quality work at pace.

Desirable Skills:

  • Experience in Records Management

Civil Service Competences

Making Effective Decisions

  • Explain clearly verbally and in writing how a decision has been reached
  • Speak with the relevant people to obtain the most accurate information and get advice when unsure of how to proceed
  • Examine complex information and obtain further information to make accurate decisions
  • Demonstrate accountability and make unbiased decisions

Managing a Quality Service

  • Work with team to set priorities, create clear plans and manage all work to meet the needs of the customer and the business
  • Promote adherence to relevant policies, procedures, regulations and legislation including security, equality and diversity and health and safety
  • Keep stakeholders updated and informed.

Changing and Improving

  • Find ways to improve systems and structures to deliver with more streamlined resources. 
  • Regularly review procedures or systems with teams to identify improvements and simplify processes and decision making. 
  • Be prepared to take managed risks, ensuring these are planned and their impact assessed.

Delivering at Pace

  • Show a positive approach in keeping their own and the team’s efforts focussed on the goals that really matter 
  • Take responsibility for delivering expected outcomes on time and to standard, yet allowing teams space and authority to deliver objectives 
  • Plan ahead but reassess workloads and priorities if situations change or people are facing conflicting demands 
  • provides advice to stakeholders, such as The National Archives e.g. responds to queries in a timely manner.

Working Arrangements & Further Information

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.

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

Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. 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.

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 any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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.

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.

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Expected week commencing 3rd June 2019
N/A

22/05/2019, 23:55 hours.

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk Please quote the job reference - 26277.
Please note the successful applicant will need to undertake a Disclosure and Barring Security Check for this post.

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.

Candidate Information

You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process 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

In the event of a large number of applications, we reserve the right to undertake the following processes:


  • An automated online test where a benchmark must be passed to progress;
  • A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.

During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.



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
Making Effective Decisions
Managing a Quality Service
Changing and Improving
Delivering at Pace

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

Interview stage assessments

There is 1 interview stage for this vacancy.

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.