84086 - Digital Knowledge and Information Management Lead

£45,824 - £50,039
1
12 Months
London
London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
SEO
SEO
Permanent
Full Time
Knowledge & Information Management

About the Department

MOJ is one of the largest government departments, employing around 70,000 people (including those in the Probation Service), with a budget of approximately £9 billion. Each year, millions of people use our services across the UK - including at 500 courts and tribunals, and 133 prisons in England and Wales.

What we do

We work to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public. We are also responsible for the following parts of the justice system:

  • Courts
  • Prisons
  • Probation services
  • attendance centres

We also work in partnership with other government departments and agencies to reform the criminal justice system, to serve the public and support the victims of crime. We are also responsible for making new laws, strengthening democracy, and safeguarding human rights.

Priorities

  • A prison and probation service that reforms offenders
  • A modern courts and justice system
  • A Global Britain that promotes the rule of law
  • A transformed department that is simpler, smarter and more unified

Further information can be found at https://www.gov.uk/government/organisations/ministry-of-justice

JOB PROFILE

Digital Knowledge and Information Management Lead 

Information Services Division

Chief Operating Officers Group

Reports To

Mike Ward – Head of Digital Information and Records Delivery

Location & Terms of appointment

This is a permanent post based in 102 Petty France, London.

Grade

SEO

New entrants to the Civil Service will be expected to join on the minimum of the pay range.  Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.

Background

The role is based in the Information Services Division which is responsible for promoting effective information management across the Ministry of Justice. Information is critical in our ability to make good decisions, develop effective policy and deliver effective services. It is therefore important that we manage this information effectively so that we can find it when it is needed, so you, your colleagues and successors will be able to work more efficiently and the MoJ will also be able to meet its legal obligations (such as Freedom of Information and Data Protection).

Information management is the process of looking after information through its lifecycle (including creating it, storing it so that it can be found quickly and easily, sharing it appropriately and then either deleting it or preserving it when we don’t need it anymore). Good information management ensures that the right information is available to the right people at the right time.

The MoJ is currently embarking on a period of digital records transformation. This is called the Digital Records Roadmap (DRR) and Digital Knowledge and Information Management Lead will be pivotal to its success. You will be part of the DRR Team and will work closely with Justice Digital to ensure we are maximising the use our technology to manage our digital information and departmental records effectively and safely.

As part of the Digital Information & Records Delivery Team, you will play a key role in the successful management and transformation of the department’s digital information.  

Main Activities / Responsibilities

The Information Services Division are looking for a Digital Knowledge and Information Management Lead to join our Knowledge and Information Management (KIM) team. You will be responsible for managing ‘JustStore’ (MoJ’s corporate record system) and ensuring compliance with the relevant legislation and standards. You will also lead on digital records management, records review, and support digital records transformation across the MoJ.

You will:

  • Develop and implement policies, procedures, and guidance for JustStore, MoJ’s corporate record system, and ensure its effective operation and maintenance.

 

  • Support the Transformation of the department’s digital information and records delivery. You will be a pivotal part of the Digital Records Roadmap team.

 

  • Utilise your expertise in Microsoft 365 to manage and organise digital records effectively. Collaborate with MoJ Digital to implement best practices for information governance and security within the Microsoft 365 environment.

 

  • Provide expert advice and support to MoJ staff and stakeholders on records management, records review, and digital records issues, and promote best practices and awareness.

 

  • Lead and supervise Records Management activities, ensuring proper classification, retention, and disposal of records in accordance with legal and regulatory requirements. This will include conducting regular Records Review processes to assess the accuracy, completeness, and relevance of stored information.

 

  • Support the Records Management Services Team with the design and implementation of digital selection, review, and transfer of records to The National Archives.

 

  • Monitor and report on Digital records, contributing to the annual Information Management Report.

 

  • Lead and manage a team of KIM professionals and oversee their performance, development, and wellbeing.

 

  • Collaborate with other KIM teams, Justice Digital teams, and external suppliers to deliver KIM projects and initiatives, and ensure alignment with MoJ’s strategic objectives and priorities.

 

  • Monitor and report on KIM performance, risks, and issues, and identify and implement improvement opportunities.

 

  • Represent MoJ at external KIM forums and networks and maintain effective relationships with KIM partners and regulators from other Government departments and societies including The National Archives and the Information and Records Management Society.

Other Duties:

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post. The post holder will be required to work flexibly across the division.

Essential Skills and Experience

It is essential that the candidate has the following skills and experience: 

 

  • Proven experience in a senior role within Knowledge and Information Management, preferably within the public sector.

 

  • Experience in Records Management, including Records Review processes.

 

  • In-depth knowledge of digital records management, with a focus on Microsoft 365 and other cloud based solutions

 

  • Strong understanding of information governance principles and compliance requirements.

 

  • Excellent communication and interpersonal skills, with the ability to engage effectively with stakeholders at all levels.

  • Relevant professional qualifications in Information Management or a related field.

  • Experience of managing and developing a KIM team and delivering KIM projects and initiatives.

  • A proactive, flexible, and collaborative approach to work.

Location of Post:

The post is based in 102 Petty France, London. 

You will be required to attend the office according to Government guidelines.

Application Process: 

The application will assess you on behaviours. Behaviours are the actions and activities that people do which result in effective performance in a job. The Civil Service has defined a set of behaviours that, when demonstrated, are associated with job success. Civil Service Behaviours are specific to the grade level of the job role. The examples of the behaviours are designed to give an overview of what is expected of individuals at each level. There is no expectation that all individuals will need to demonstrate every part of each example to be successful. 

To apply for this position please complete the online application form, ensuring you submit the following two application documents:

An up-to-date copy of your CV which details your experience and achievements 

A 250-word suitability statement highlighting your experience against each of the following Success Profile Behaviours (Level 3): 

  • Changing and Improving
  • Leadership
  • Managing a Quality Service

 

At the interview you will be assessed against the above behaviour. Strengths will also be assessed at interview, but these are not shared in advance.

Please also note that interviews will take place in-person, however video conference is available subject to discussion.

Further information on Success Profiles and the required standards for this post (Level 3) can be found at: 

https://www.gov.uk/government/publications/success-profiles        

A Merit List of applicants meeting the required criteria may be kept for up to 12 months.

Security Clearance: Security Clearance (SC)

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.

Benefits

The MoJ offers a range of benefits:

Annual Leave

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.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

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.

Support

  • 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

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.

Will be confirmed at later stage.

19/02/2024, 23:55 hours.

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com Please quote the job reference - 84086.

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.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

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

Experience
CV
Statement of Suitability - 250 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Changing and Improving
Leadership
Managing a Quality Service
Strengths may also be assessed at interview but these are not shared in advance.

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.