24903 - Head of Knowledge and Information Management

BACKGROUND:

The Northern Ireland Office represents Northern Ireland interests at a UK Government level and UK Government interests in Northern Ireland. We have a wide range of responsibilities, including: overseeing the Northern Ireland devolution settlement; leading on national security policy in Northern Ireland; addressing the legacy of Northern Ireland’s past; delivering elections and constitutional reform in Northern Ireland; and working with the Northern Ireland Executive to rebalance the NI economy.

ABOUT THE ROLE:

The post of Head of Knowledge and Information Management (KIM) is a high profile role that offers opportunities to work with a range of senior officials in supporting the department’s work both as part of the KIM agenda and wider business objectives. This includes implementing policies on information access, management, assurance and security; providing high level advice and guidance to the department and its Arm’s Length Bodies (ALBs).

The post is located in the Business Delivery Group of the Northern Ireland Office and reports to the Deputy Director but is also accountable to the Departmental Records Officer and works with the Data Protection Officer, the Senior Information Risk Owner and the Departmental Security Advisor. The Business Delivery Group is responsible for the day-to-day running of the department: finance: human resources; estates; security; IT; information and records management; and corporate governance. The KIM team is situated across our London and Belfast offices and regular travel to Belfast will be required.

The role stretches across a range of disciplines including Information Technology, Information Management, Information Assurance & Security and Project Management and this is a challenging and exciting opportunity for a KIM professional with good judgement, strong interpersonal skills and the ability to prioritise competing tasks. The post holder will be responsible for developing strategic and policy leadership for knowledge and information management across the department. This will include responsibility for delivering a programme for information management and digital continuity.

The successful applicant should have experience in using technology as part of information management and how it supports business delivery and organisational compliance. A demonstrable track-record of delivering projects and improvements in this environment is required and professional qualifications will be an advantage; post holders will be encouraged to continue to acquire skills as part of their personal and professional development.

DUTIES AND RESPONSIBILITIES:

• Management of the NIO’s information assets across a range of mediums, including a significant paper archive, content of Google Drives, Content Manager (CM9), ROSA and other systems
• Developing and providing policy advice, including to the senior management team to support excellent information management
• Supporting the Legacy casework team through access to historic records
• Managing and protecting sensitive information in line with legislation
• Providing oversight of the annual public release programme to The National Archives (TNA) and the Public Record Office of Northern Ireland
• Overseeing the development of a digital transfer scheme with TNA
• Leading a Shared Service with the Wales Office for FOI Case Management
• Supporting compliance with the General Data Protection Regulation
• Leading a team of 12 staff across a variety of information management responsibilities and direct line management of three Band B staff.

ESSENTIAL CRITERIA:

• Depth of experience in an information management role including high level experience in digital content management
• Excellent written and oral communications skills and a proven ability to build effective networks
• A minimum of 2 years’ experience in a leadership role

DESIRABLE CRITERIA:

• Knowledge of Northern Ireland’s political history or some experience of dealing with political sensitivities
• Experience in project or change management processes

Please note: For the essential and desirable criteria please use the ‘additional information’ section of the online application form to set out your evidence of meeting this requirement. Do not use this space to duplicate the evidence of how you meet the behaviours as this information should be provided at the ‘Behaviours’ section of the online application form.

BEHAVIOURS:

We will assess you against the following Success Profiles behaviours at Level 4 during the selection process:

Seeing the big picture

Develop and maintain an understanding of economic, social, political, environmental and technological developments to ensure activity is relevant. Ensure plans and activities in your area of work reflect wider strategic priorities and communicate effectively with senior leaders to influence future strategies. Adopt a government wide perspective to ensure alignment of activity and policy. Bring together views, perspectives and diverse needs of stakeholders to gain a broader understanding of the issues surrounding policies and activities

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.

Leadership

Promote diversity, inclusion and equality of opportunity, respecting difference and external experience. Welcome and respond to views and challenges from others, despite any conflicting pressures to ignore or give in to them. Stand by, promote or defend own and team’s actions and decisions where needed. Seek out shared interests beyond own area of responsibility, understanding the extent of the impact actions have on the organisation. Inspire and motivate teams to be fully engaged in their work and dedicated to their role.

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.

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.

More information on Behaviours and Success Profiles can be found here.

The interview will be of a blended nature consisting of behaviours, experience, and strength-based questions. The strength-based questions will require natural responses from the candidates.

SECURITY CLEARANCE

Applicants must be cleared to Developed Vetting level or be prepared to undergo clearance to this level for this post.

ELIGIBILITY SIFT

An eligibility sift will be carried out on the basis of the information contained in the application form. It is therefore important that all applicants demonstrate in their application how and to what extent their behaviours are relevant to the above criteria.   Those candidates who do not clearly demonstrate that they meet the experience and behaviours will not be invited to interview.

PAY AND ALLOWANCES

The successful candidate will adopt the terms and conditions of the NIO for the length of their appointment.

Neither Detached Duty terms nor relocation costs will apply to this post.

FURTHER INFORMATION

Further information about the post may be obtained from Jackie Atkins on telephone number 020 7210 6512 or e-mail to Jackie.atkins@nio.gov.uk.

APPLICATIONS

You can apply for this post through the Civil Service website at: civilservice.gov.uk. Once logged onto the site got to the civil service jobs page and then search for jobs in the Northern Ireland Office where the application form can be found.

Additional information received after the closing date will not be considered. Failure to provide sufficient information in support of an application prior to the closing date will not be considered as grounds for an appeal if an applicant is not short listed for interview.

HCS applicants who, because of disability, need assistance in completing the application form should contact MoJ Shared Services on 0845 010 3512.

All applications for employment are considered strictly on the basis of merit.

This job description should not be taken as constituting conditions of employment.

Please note that due to the high interest in NIO secondments, feedback cannot be given if you are unsuccessful at sift stage. Feedback is available on request if unsuccessful following interview.

ADDITIONAL INFORMATION

Further information about us

We are a small and friendly department of approximately 170 staff. Due to our size we are able to offer staff more exposure to ministers and the opportunity to work on a far wider portfolio of responsibilities than might be the case in a larger department. This creates an interesting, though often challenging, work environment.

Other Benefits

The NIO offers a pleasant, modern work environment which allows consideration of a range of flexible working arrangements which support a good work/ life balance. These include flexible/ alternative working patterns, part-time and job-share options.

Benefits include:

               interest-free season ticket and bicycle loans

                Reward & Recognition scheme

Guaranteed Interview Scheme

The Northern Ireland Office operates the Guaranteed Interview Scheme, details of which are attached to the application form for this post.

Disability Information

The Northern Ireland Office strives to be an inclusive employer and is recognised by its staff and externally as being an employer where Diversity and Inclusion are valued.

We were accredited as a Disability Confident Leader in autumn 2017.

In March 2018 we won the award for Best Employer for Diversity & Equality in Northern Ireland (small employer category) in a Gala Award ceremony hosted by Legal-Island, a multi-award winning workplace compliance company based in Northern Ireland.

We have an active D&I network supporting colleagues through D&I Advocates.

We want all our people to feel valued for who they are and we are confident that you will find the NIO a warm, welcoming and inclusive place to work.

Further information on civil service careers can be found at  www.civil-service-careers.gov.uk

Complaints

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. You have the right to complain if you feel a department has breached the requirement of the Recruitment Principles.

Please contact SSCL (Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk) in the first instance.

If 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-recruitment/complaints/

Closing Date: 22nd March 2019 at 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.