81381 - Information Services Transformation Project Leads
We’re recruiting for two positions within our team to each work on one of two transformation workstreams in a busy department and to be part of our warm and collaborative Information Services senior management team. The two roles are:
- Subject Access Requests Project Lead
- Records Management Service Project Lead
This is an exciting opportunity to join us and support the Ministry of Justice’s priorities, through innovation, delivery and collaboration.
The roles provide an opportunity to tackle and resolve interesting, high profile and high-risk challenges, whilst delivering better outcomes for our customers.
The individuals appointed into these roles will utilise and develop a wide range of skills including managing change and working with stakeholders, working alongside colleagues in MoJ Digital and Technology, Project Delivery, Commercial and Contract Management Directorate and HR.
The Department’s ambition is to provide an excellent justice system. Access to information by the Department’s customers, and high-standards of management of the department’s records, are an important part of this goal.
MOJ’s Information Services Division (ISD) ensures the right information is provided and accessible to the right people, at the right time; securely, swiftly and compliantly; and to drive trust in MoJ’s services. This is achieved through responding to information requests, managing the MoJ’s information, corporate records and preserving its historic record.
ISD does this by:
- Providing excellent information and records management services to all its customers and stakeholders.
- Enabling or directly providing the right access to the right information at the right time and in compliance with legislative timescales.
- Providing confident and accurate advice, guidance, comms or training in information management, access, retention, and deletion.
- Introducing technology to transforming and improve access to information and the services we provide.
The advertised roles are pivotal to ensuring that the department continues to strive for information management excellence. These two roles would sit within the Information Services Division’s (ISD) transformation team, which is responsible for ensuring that the work completed by the unit remains appropriate, efficient and continues to improve to deliver value for money services. There are significant amounts of transformation needed in how ISD delivers its services to ensure legislative and security risks are reduced, whilst ensuring that the service is sustainable in the longer term.
There are two roles available within the Information Service’s Transformation Team. You can submit a preference in your application, but this cannot be guaranteed. Both roles will be expected to contribute to the service area’s priorities, and so flexibility and willingness to support wider objectives is critical. All project work is dynamic, and so we are seeking proactive, flexible and innovative individuals to fill these positions to ensure that transformation proceeds as smoothly, effectively, and expeditiously as possible. There may also be some cross-development and/or learning from both areas of transformation, which will require wider teamwork and collaboration.
These two roles will support the development of our services to enhance it and ensure that the team’s focus is on value-add activities.
These are challenging and fast-paced roles that would be suited to individuals with outstanding leadership, delivery of service transformation and digitisation skills, project management, organisational, interpersonal and stakeholder management skills and experience. The successful candidates will have the ability to manage multiple deadlines and will be comfortable balancing competing demands, whilst delivering challenging objectives.
If this feels like an exciting challenge, something you are enthusiastic about, and want to join our team, please read the person specification below and apply!
Subject Access Request Project Lead
The Offender Subject Access Request (SAR) team sits within the Information Services Division. The team manage and process SARs on behalf of the MoJ, liaising with its agencies to retrieve personal information held on the requestor and then prepare is for release in compliance with the UK Data Protection Act 2018 (DPA). The team receives more than 6,000 requests per annum, and the processes and systems to support this significant caseload require development to ensure that they are optimum for service delivery and efficiency.
The team have introduced many improvements, including the expansion of technology and digitisation of work processes. The team are now looking to build on this at pace and continue to improve the service provided through innovative deployment of technology and digital tools including exploring use of artificial intelligence or machine learning to drive up and consistently sustain excellent service standards. This role requires strong leadership skills to support the team through change and the challenges that come with it, whilst maintaining business as usual performance.
Records Management Service Project Lead
The Records Management team sits within the Information Services Division. It is responsible for managing records on behalf of the MoJ, HM Prison and Probation Service (HMPPS) and Her Majesty’s Courts and Tribunal Services (HMCTS) in accordance with MoJ retention schedules, the Freedom of Information Act (2000), Data Protection Act (2018), General Data Protection Regulation and Public Records Act (PRA) (1958). Under the PRA the team are required to process approximately 18,000 paper records each year as they reach the 20-year point. The team responds to information requests from internal and external stakeholders; whilst also taking responsibility to ensure that all information is managed within departmental and legislative frameworks.
Key responsibilities of both roles
- Support the project, through the various stages of the project lifecycle (Requirements, Design, Build, Test, and Go-live) to deliver successful management of the service, to time and cost and quality requirements.
- Maintain records and tracking delivery against detailed plans and milestones by partners and suppliers.
- Proactively address managing risks and issues pertinent to the project through development of risk management plans.
- Reporting delivery against plans.
- Supporting engagement with internal and external stakeholders including potential suppliers and partners and supporting procurement and commercial activity and developing bids for resource needed to deliver against the plan.
- Support the Programme in development of any business cases, with input from specialists as necessary.
- Ensure appropriate governance is in place to report to the Programme Board and arrange external reviews e.g. Gateway Reviews where necessary. Monitor the effectiveness of controls and ensure that recommendations are acted upon.
- Establish and implement Change Management protocols.
- Support the Programme in the identification, recruitment, development, deployment and reassignment of resources throughout the project lifecycle.
- Identify, develop and share best practice project management processes, tools and templates and benchmarks against industry standards.
These roles will require regular travel to business area sites across the country.
Essential experience and skills
- Project experience working in and delivering in a project complex environment at pace, with record of applying project manager techniques and experience of managing change transformation.
- Risk management experience in a complex environment at pace, with record of applying project manager techniques and experience of managing change transformation.
- Experience of delivering customer service excellence in a processing environment.
- Managerial experience with proven ability to lead through suppliers and partners.
- Ability to manage multiple deadlines and will be comfortable balancing competing demands and delivering challenging objectives.
- Leading and handling engagement with internal and external stakeholders including potential suppliers and partners and handling all procurement and commercial activity needed.
- Leading engagement with all stakeholders and partners including development of communications materials and delivery of training as needed.
- Experience managing ownership of delivery and doing it well and with others and ability to manage multiple deadlines and will be comfortable balancing competing demands and delivering challenging objectives.
- Experience in information access and information rights.
- Experience in records management.
How to Apply
Candidates must submit CV (no more than 2 A4 sides) & statement of suitability (no more than 1250 words) which describes how you meet the requirements set out in the person specification above.
Please note that any applications without a statement of suitability will not be considered.
We will assess the following behaviours at interview:
- Delivering at Pace
- Working Together
- Communicating and Influencing
- Making Effective Decisions
Your application will be reviewed against the Person Specification above by a diverse panel.
Successful candidates who meet the required standard will then be invited to a 1-hour panel interview held via video conference.
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.
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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.
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.