81237 - Knowledge and Information Manager
Position: Knowledge and Information Manager
Grade: Higher Executive Officer (HEO)
Company and Directorate: Office of the Public Guardian, Legal and Information Assurance
Location: National working in your nearest MoJ Hub or OPG office
Contract type: Permanent
The Office of the Public Guardian (OPG) protects people in England and Wales who may not have the mental capacity to make certain decisions for themselves, such as about their health and finance. We are an Executive Agency of the Ministry of Justice (MoJ), set up in 2007 following the introduction of the Mental Capacity Act of 2005.
OPG is responsible for registering lasting powers of attorney (LPA) and enduring powers of attorney (EPA) and supervising deputies who are appointed by the Court of Protection.
OPG is a fantastic place to work offering a range of development opportunities. The OPG has signed up to the ‘Time to Change’ pledge which supports mental health in the workplace, as well as recently receiving a health and wellbeing charter accreditation as we are committed to developing a supportive and inclusive environment that reflects the diverse community we serve.
The Legal and Information Directorate in the OPG has two business areas, a legal function and information assurance function. The directorate supports all other business areas within the organisation. Its many roles include offering legal advice and information assurance, helping to prepare court documents, providing research and assisting the Public Guardian, the OPG board and the Executive board.
The role of the information assurance team is to support and enhance the activity of the OPG and ensure that it complies with departmental policy and legislation pertaining to the management of information.
The information assurance team has one Band C role available where you will be working on tasks and projects to ensure OPG remains compliant with data protection legislation and identifying and managing information risk. This work includes leading on issuing responses to complex information requests and supporting OPG senior leaders and information asset owners in the management of information risk across the organisation.
Responsibilities may include any of the following, but not limited to:
- Identify and monitor the management of information risk at directorate, OPG and MoJ levels
- Conduct Data Protection Impact Assessments and other compliance activities in line with MoJ process and policy
- Respond to Data Subject Rights requests in line with the requirements of the UK GDPR and the Data Protection Act 2018
- Support Freedom of Information request responses, taking the lead where required, in line with statutory requirements
- Respond to requests from the Information Commissioner’s Office in relation to specific case complaints
- Respond to and support others with customer complaints where information risk is a factor
- Support colleagues across the information assurance team with advice and input on complex requests relating to data compliance
- Fulfil allocated slots on certain duty rotas within the team on a daily and weekly basis
- Support and lead discrete pieces of work where required on records management including activity where needed with OPG’s information asset register and OPG’s Record Retention & Disposition Schedule
- Support, and take lead responsibility where necessary, the recording of information security incidents including follow-up investigation into root causes and process improvements through liaison with the business teams
- Support the management of OPG’s Risk Evaluation Marker (REM) Register, responding to concerns raised as potential REMs and advising decisions in line with due process
- Contribute to the ongoing review and improvement of all IA team processes and procedures
- Establish and maintain close links with relevant MoJ teams in the areas of data compliance and disclosure, seeking advice and guidance as needed
- Collate and provide data and reports to senior management as required to support the Senior Information Risk Owner and Audit & Risk Assurance Committee
- Act as information assurance business partner for one or more key areas of OPG’s structure
- Build and maintain your profile across the OPG business as a recognised point of contact for the practical application of good information handling and records management
- Adopt and promote best practice in relation to the application of Government Security Classifications
- Work closely when required with OPG’s Policy team to ensure any information assurance matters are considered with actions taken where appropriate
- Understand OPG’s data strategy and align information assurance activity to it where required to ensure information risk is managed
- Where required, manage staff in line with MoJ and OPG policies
- Identify staff training needs on own team and be actively involved in training/coaching other OPG staff as required
- Identify where staff may need support and be confident in using informal and formal performance plans where necessary in line with OPG policies
- Lead and manage and support the delivery of projects on specific areas of work within the directorate
- Support teams in the implementation of policy changes and new legal guidance, including delivering training
- Lead and support on staff engagement to ensure the OPG, the directorate and the team are an inclusive and welcoming place to work
- Continually develop and maintain your and your business areas knowledge of processes
- Liaise with colleagues across OPG to ensure that work is effectively managed and to foster good working relationships across the directorate and OPG more widely
- Identify and implement improvements to service delivery and work with all staff to ensure these are rolled out across teams
- Positively promote and implement diversity and equality of opportunity in all areas of work
- Take reasonable care for own health and safety, for the safety of others and abide by OPG Health and Safety procedure
- To become familiar and compliant with all OPG corporate governance policies
- Undertake any other duties commensurate with the skill set of this post
- Support and contribute to the aims, objectives and performance of OPG staff initiatives appropriate to this grade.
Skills & Qualifications
- Proficient in the use of Microsoft Office computer packages i.e. Word, Excel, Outlook, MS Teams, OneNote, Presentations and PowerPoint;
- Excellent written and oral communication skills;
- Flexible approach to dealing with the changing nature of the work;
- Accuracy and attention to detail;
- Ability to independently plan and manage your work, and analyse information using your own judgment, whilst working to tight deadlines;
- Ability to work across all grades and areas of OPG, MoJ and other government departments and to work to deliver competing priorities.
- Knowledge of the following legislation – Mental Capacity Act 2005, the UK General Data Protection Regulation (GDPR), Data Protection Act 2018 and Freedom of Information Act 2000
- Experience of managing staff
- Ability to manage and prioritise your workload according to business needs
This vacancy is using Success Profiles, and we will assess your Strengths, Experience and the following Behaviours:
- Working Together level 3
- Seeing the big picture level 3
- Changing and improving level 3
Form of application: CV of no more than 2 pages of A4 on how your personal skills, qualities and experience provide evidence of your suitability for the role.
Candidates will also be required to submit a 250 statement towards all of the behaviours listed above. In the case of a high volume of applications, the ‘Working Together’ behaviour will act as a lead behaviour from which the sift panel may choose to conduct a preliminary sift.
If you are successful at sift, you will be invited to an interview which will follow the Success Profiles process (see above). At interview candidates should expect strength-based questions and questions on the behaviours listed above.
Flexible working hours
Requests for part-time contracts will be considered in line with business needs. We welcome and encourage applications from everyone, and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity
We are currently going through a period of organisational change, with an ambitious plan over the next few years to embed smarter working in our offices which may include home working in the future.
Our Birmingham office is located centrally within walking distance to Birmingham New Street and Snow Hill train stations as well as the Mailbox and Broad Street. In late 2021 we will be moving to a new premises within Central Birmingham. Further details will be provided once offers are made.
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.
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.
MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.
All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices.
The MoJ offers a range of benefits:
Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.
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.
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
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.
- 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 moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Mojfirstname.lastname@example.org);
- To Ministry of Justice Resourcing team (email@example.com);
- To the Civil Service Commission (details available here)
The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.
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.
22/11/2023, 23:55 hours.
If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail Mojfirstname.lastname@example.org
Please quote the job reference - 81237.
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.
Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.
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
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.
The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.
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.