62318 - Power Automate and Service Improvement Champion for Personnel Security

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.

To maximise your chances of success, please make sure to review the guidance on ‘Civil Service Success Profiles’ available on Gov.uk that help to explain the recruitment framework used in the Civil Service. You may find it particularly helpful to study the guidance booklet entitled ‘Success Profiles: Civil Service Behaviours’ as well as spending some time to familiarise yourself with how to write behaviour examples using the STAR model.

The majority of the team is currently based in London, however, the successful candidate may choose one of MOJ’s Justice Collaboration Centres (JCC) or Justice Satellite Offices (JSO) as their home office. Current locations outside of London include offices which are in or near to: Birmingham, Sheffield, Manchester, Leeds, Liverpool, Cardiff, Brighton and South Tyneside.  The specific offices listed at the top of this advert are indicative and your place of work may need to differ from those listed. 

Please be aware that this role is not available as a fully remote working position and you will need to attend an MOJ office regularly, though some hybrid working is possible. You should anticipate working from an office at least two days per week.

If you are based outside London then you will need to attend London HQ semi-regularly, this is likely to be twice per month at most. Some travel to other regional offices may also be needed, but infrequently. 

This is an HEO position

New entrants to the Civil Service will be expected to join at the entry point salary for the advertised band 

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

Role

MOJ Group Security is looking for a high calibre and driven candidate to take on the role of Power Automate and Service Improvement Champion for Personnel Security.

You don’t need to be an expert in Personnel Security or National Security Vetting (NSV), so don’t be put off from applying if you’ve never worked in Government Security before, as long as you have a willingness to learn and develop, you’ll pick up those skills over time.

You will have proven experience using Microsoft Power Automate and of writing, implementing, and overseeing flows for use in a busy administrative environment. 

You will use your skills and experience to drive forward process improvement and the development of automated systems, primarily using Microsoft Power Automate, in line with the Personnel Security strategy.

You’ll advise on GDPR and other information management issues, ensuring that the team remains compliant with relevant legislation and good practice, building processes and controls to ensure that data created processes and retained is appropriate, proportionate, and well managed.

You’ll ensure that our control functions are in place so that all our automations and processes are well documented, up to date and sustainable.

Using your highly developed interpersonal and ‘soft skills’, you will develop you’ll develop and deliver an effective training programme to upskill colleagues from EO to Grade 6 with the tools and capabilities they need to be able to make the most of automation in their own roles.

Taking the initiative, you will drive performance and address and resolve issues as they occur, applying and making reference to relevant security policies and practices as required

Longer term you’ll look for other opportunities to improve our outputs or deliver efficiency savings using software, applications or other ways of working so it would be great if you have skills, experience and qualifications that relate to service improvement.

As well as driving forward our use of automation, you will also be a core part of the Personnel Security team, you’ll be our Power Automate Champion, but also one of our Personnel Security & National Security Vetting managers. This means that you’ll also need to be willing to support the SEO Vetting Manager and wider team in other areas of work, which may include administrative support and other tasks that sit outside your specialism.

Your role is part of the Government Security Profession (GSP) and sits within the Personnel Security specialism. GSP is one of the recognised career professions within the Civil Service and offers a challenging and rewarding career for those wishing to specialise.

This is an exciting time for MOJ Group Security, so if you are looking for a role where you can ‘make your mark’ and begin (or continue) your career within the GSP, then please put yourself forward and apply.  

Main Activities / Responsibilities

Automation and Service Improvement

• Identify processes suitable for automation and create, develop and push forward automated and semi-automated process to improve and monitor output, improve quality and reduce service variance.
• Create appropriate documentation and control protocols to ensure the continuity and sustainability of automated processes over the longer term
• Manage licensing requirements and finance approvals in relation to automated systems and software.
• Develop a structured review process to ensure continuous improvement of automated process within the business area.
• Implement and deliver an effective training programme to meaningfully upskill staff in the use, development, and management of automated process within the business area.

National Security Vetting/Personnel Security

• Support the SEO Vetting Manager in delivering the operational requirements of departmental National Security Vetting (NSV) within MOJ, including oversight of the shared enquiries inbox.
• Support the SEO Vetting Manager with the day-to-day relationship with the Clustered vetting provider (Home Office’s Cluster 2 Security) and SSCL.
• Identify personnel security risks, process gaps and policy breaches within the vetting space and take effective remedial action.
• Support the SEO Vetting Manager in ensuring the vetting team maintain the National Security Vetting Contact list and offer appropriate training and support to new and existing contacts.
• Support the SEO Vetting Manager to ensure that other vetting functions and processes, including new sponsorships, transfers, shares and renewals of clearance are delivered to the appropriate standard and in line with the relevant policies.
• Support and help to progress HMG’s Vetting Transformation Programme within MOJ, keeping abreast of the latest policy developments and changes, working towards the successful mapping and implementation of the new vetting level standards across teams and directorates.
• Develop and maintain effective relationships with stakeholders, offering support and advice and when appropriate, holding a firm line on policy stances and expected standards.

Other

• Deputise for the SEO Vetting Manager when required.
• Represent MOJ Group Security at internal and external meetings as and when required
• Contribute to the effective planning, delivery of other projects and tasks, as necessary, including sitting on relevant steering groups, bodies et al.
• You may be required to manage up to 5 x EO indirect reports (this is not confirmed as we are currently undergoing organizational change).
• Continually explore and undertake personal and professional development opportunities.

Person Specification:

Essential Skills:

• Experience of and a high level of competence in implementing, managing and sustaining automated processes within a team function (Microsoft Power Automate)
• Experience of and a high level of competence in managing an administrative back-office function gained through working in an office-based or other relevant environment (private/public sector).
• An understanding of the principles of data protection and a strong commitment to confidentiality and discretion when handling sensitive personal or organisational data.
• A high level of competence with MS Office 365 products, including MS Word and MS Excel.
• A proven ability to deliver an ‘at volume’ service consistently and at pace, whilst adhering to service and policy standards.
• Experience in developing and delivering training packages to colleagues and others.
• A willingness to undergo National Security Vetting in order to achieve SC, including ongoing adherence to the standards and behaviours expected of a clearance holder.
• A willingness to learn and develop in the field of Personnel Security over the longer term.

Desirable but not essential:

• Qualifications relating to the essential skills listed above.
• Experience and understanding of the principles of Continuous Improvement/Total Quality Management/Lean Six Sigma for service delivery
• Relevant professional membership, such as to the Security Institute.
• Professional experience of building and maintaining strong stakeholder relationships.
• HMG Personnel Security experience
• Line management experience.