67595 - Branston Records Management Service – Records Manager

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.

Purpose

This is an exciting opportunity to become a manager within the Records Management Service (RMS) team. RMS provides a range of services including the creation, storage, retrieval, tracking, review and destruction of paper-based 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 HMPPS, HMCTS and with our external stakeholders. You will also get exposure to, and work with, colleagues in other government departments, such as the Police and Her Majesty’s Passport Office, to facilitate the authorised access of MoJ information held at the registry.

You will be responsible for managing a small team of AO (Band E) Records Officers, ensuring your staff are organized and have work allocated so that Service Level Agreements (SLA) are met. This will include monitoring individual and team performances and developing staff to reach their full potential. You will also identify process improvements and lead your team and individuals through change as we look to explore technology available to the team to help us move to more digitalized processes where possible.

The team provides a dedicated and expert function, so a strong customer service focus is vital. The service the team provides also requires close liaison with individual prison establishments, probation offices and courts across the MoJ so the ability and expertise to build strong professional relationships on an individual and team basis is very important. You will also need excellent organization and planning skills to oversee new records management projects.

Responsibilities and Main Activities

The job holder will be required to undertake the following duties and responsibilities:

•    Lead, manage and motivate their team of records officers and set stretching and achievable targets to ensure SLAs are met, in line with policy.
•    Plan internal resources and allocate work to ensure that all requests are completed on time and that their team is organised and fully skilled to meet their work objectives.
•    Effectively manage their team and individual performance and address any issues as they arise in line with HR policy. Use the reward and recognition system to reward performance and creativity.
•    Provide advice and guidance on record management issues and good practice to ensure a consistent approach is adapted across the MoJ.
•    Supervise and undertake the review and destruction of records in accordance with relevant retention schedules, policy and legislation.
•    Oversee the authorised access of HMPPS information to other government departments and agencies, including the Police, Her Majesty’s Passport Office and the Criminal Case Review Commission in line with relevant data sharing agreements.
•    Liaise with customers, stakeholders across the criminal justice system and off-site storage company.
•    Act as a role model and demonstrate and encourage behaviours which support the organisation’s values. Take a lead in employee engagement activities and support continuous improvements to maintain good working relationships with staff.
•    Identify records for permanent preservation at TNA.
•    Monitor records held in off-site storage locations.
•    Think beyond their own area of responsibility. Work in a flexible way and undertake any other duties reasonably requested by line management.

Knowledge, Skills and Behaviours

Essential skills:

•    Experience of delivering customer service excellence in a processing environment, delivering a quality service to customer and stakeholders.
•    Ability to lead and develop teams and individuals through change.
•    Ability to build a good rapport and relationship within the team and with stakeholders in order to promote good records management practice and deliver results. 
•    Demonstrable ability to communicate using different channels of communication to inspire buy-in from stakeholders.
•    Manual handling ability.

Desirable skills:

•    Working knowledge of the Public Records Acts 1958 and 1967, Freedom of Information Act 2000, Data Protection legislation, such as GDPR and the 2018 Data Protection Act.
•    Experience of records management.
•    Experience of leading a team in a digital environment, streamlining processes and delivering good quality services that provide value for money.

Civil Service Competencies

Pick the six or so Civil Service Competencies from the list below that are most important in this role.

Setting Direction

1    Seeing the Big Picture    
2    Changing and Improving    X
3    Making Effective Decisions    X

Engaging People

4    Leading and Communicating    X
5    Collaborating and Partnering    
6    Building Capability for All    X

Delivering Results

7    Achieving Commercial Outcomes    
8    Delivering Value for Money    
9    Managing a Quality Service    X
10.    Delivering at Pace