23253 - Business Officer

Overview

An exciting opportunity has arisen to become part of the Disclosure Team within the Communications and Information Directorate, as a Business Officer.

The Disclosure team provides advice on disclosures under the Freedom of Information Act (FOIA) and the Data Protection Act (DPA).  We make sure that disclosure activity is lawful, proportionate and well-handled. The unit is split into three functional teams: Trigger casework team, Clearance and Appeals – each of which deal with requests for information relating to business units within their own portfolios – as well as a fourth Business Management Team that coordinates the handling for less sensitive requests and compiles statistics and management information (MI).

We are looking for an outstanding candidate to become a Business Officer in the Business Management Team. A team of four, the Business Management team is responsible for the effective running of MoJ’s FOI and DPA operations. Among other functions, the team is the central point of contact for the public and Department on FOI and DPA matters; produces guidance and provides advice to a network of 200 staff across the MoJ; identifies and makes sure sensitive and complex cases are handled correctly; produces management information and statistical data for the Departmental Board, all MoJ SCS and local contacts; and manages the Department’s FOI transparency obligations. There will be a need to work flexibly supporting all parts of the Disclosure Team in response to business needs.

Job Description

The team manages around 450 FOI and 150 requests for personal information under the DPA every month. The successful candidate will be responsible for:

• Logging all new requests received by the department on a case management system and assigning these across our Knowledge Information and Liaison Officer (KILO) network.
• Maintaining complete and accurate records on the teams’ case management and records management       applications.
• Drafting and issuing correspondence to members of the public within the specified statutory deadlines.
• Processing general correspondence, post and cheques.
• Preparing FOI responses for publication on the Department’s Disclosure Log.
• Assisting with the work of the team’s shared inbox, when required.
• Opportunities for involvement in cross-team projects, which includes FOI/DPA training, individual request casework and performance reporting.

Client support, communications, and relationship building

The post holder will have excellent customer service skills; be able to build strong relationships with our KILO network and deal with queries (on the phone and in writing) from external stakeholders including members of the public and other government departments.

Training and development

The post holder will contribute to training the wider team in the work of the Business Management Team and increasing the Department’s awareness of FOI and DPA responsibilities.

As you develop knowledge and skills within the role there will be opportunities to take on small projects that benefit the wider team. Recent examples of such work include developing an online booking tool for training sessions, working on staff engagement activities, and redesigning our DPA training sessions.

Skills & Qualifications

This is an interesting, role which will allow the job holder to gain experience of a wide range of issues and develop an overview and understanding of the MoJ as a whole. We are looking for someone who is hard-working, approachable, enthusiastic and gets a sense of satisfaction from their work.

Although some experience of dealing with DPA and FOI requests would be useful, it is NOT essential as knowledge will be developed once in the role.

Due to the time that will be invested in you, the successful applicant will be expected to commit to the role for a minimum of 12-18 months.

The Disclosure Team operates a flexi-time policy, with many of the team working from home or from a hub one day a week. Whilst it would not suit those wanting to be based at another location (working from home or remote working), we will be happy to consider other requests made under the MoJ Flexible Working Policy such as carrying out some work at home (working at home), compressed hours, full-time flexible and part-time working. However, during the first three months, it may be necessary for you to spend all of your time in the office, whilst you develop the knowledge necessary for you to work independently.

For more information, please contact Elizabeth Chamberlin (elizabeth.chamberlin@justice.gov.uk) quoting the campaign reference number in the subject heading.

If we receive a high number of applications, we will carry out an initial sift on the “Delivering at Pace” competency. Unfortunately, due to business pressures, we are only able to offer further feedback to unsuccessful candidates who attend an interview.

Competencies

You will be required to provide evidence of the following Competencies. Please limit each example to a maximum of 250 words.

You will need:

Strong communication and organisational skills, an attention to detail and good MS Outlook, Word and Excel skills.

You will be required to provide evidence of the following Competencies:

Collaborating and Partnering

• I proactively contribute to the work of the whole team
• I get to know fellow team members/colleagues and understand their viewpoints and preferences
• I seek help when needed in order to complete my own work effectively

Building Capability for All

• I find ways to learn and personally improve the completion of day-to-day tasks
• I improve my own performance by considering feedback from colleagues from different backgrounds
• I share my learning with my team/colleagues and contribute to a wider shared learning and understanding.
• I recognise and take time to achieve my own learning and development objectives

Managing a Quality Service

• I communicate in a way that meets and anticipates customer requirements and give a favourable impression of the civil service.
• I actively seek information from customers to understand their needs and expectations
• I take ownership of issues, focus on providing the right solution and keep customers/stakeholders up to date with progress.

Delivering at Pace

• I work in an organised manner using knowledge and expertise to deliver on time and standard
• I take responsibility for the quality of my own work and keep my manager informed of how the work is progressing.
• I remain focused on delivery and maintain a consistent performance
• I participate in the quality assurance of the whole team’s products or services

Salary, 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.

Starting Salary

The starting salary for this post is £22,232 per annum.

Flexible working hours

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

Closing Date: 17th January 2019 at 23:55

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 23253.

For more information, please contact Elizabeth Chamberlin (elizabeth.chamberlin@justice.gov.uk) quoting the campaign reference number in the subject heading.