Records Access and Retention Officer (Ref: 15557)

This position is based at 102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ Job Summary Please refer to Job Description Job DescriptionJob Title Records Access and Retention Officer Group Profile ISD – Information Services Division DRO Team Access, Retention & Library Grade EO Overview Of Security And Information Directorate (SID) SID is part of the Service Transformation Group. The Group oversees the building of a strategic vision for modernising and digitising our legacy systems, generating a coordinated plan across the Ministry of Justice (MoJ) and its agencies for transformation, and tracking delivery of this transformation. Security and information management are fundamental building blocks of enabling the department to deliver. We have highly skilled experts working collaboratively with the department, Government Security Group, Government Knowledge and Information Management profession and other partners to enable the whole of the MoJ to function securely, lawfully and transparently. We identify, manage, and mitigate MoJ’s security, data protection and information risks, and provide assurance against those risks. We’re also home to the Counter Fraud Centre of Expertise. Part of our mission is to up-skill the department so that security becomes second nature to our people and partners. Team ProfileInformation Services Division Is Responsible For Ensuring The MOJ:

• Manages its information so that it knows what is held and where it is held - Knowledge management and Records management
• Holds its information in compliance with legislation and is accessible – Data protection and freedom of information
• Is clear who owns the information and that they understand their responsibilities – Knowledge management
• Holds its information securely – Information assurance

The role sits under the Departmental Records Officer (DRO). Access, Retention & LibraryAccess & Retention: Access, Retention & Library comprises two services:

• Supports criminal justice professionals, victims and others by provides access to closed records using a Protocol to confirm that disclosure is lawful
• Provides guidance on retention of records and moratoria imposed by Public Inquiries
• Supports the Departmental Records Officer’s oversight of compliance with the Public Records Act 1958 and the Code of Practice on the Management of Records issued under section 46 the Freedom of Information Act 2000

MoJ Library:

• Provides access to peer-reviewed research and legal information through subscription databases to its customers
• Assists with complex literature searches, including training library users in advanced search techniques
• Manages a collection of digitised departmental publications as part of the department’s corporate memory.
• Offers guidance on compliance with copyright legislation and supports the Departmental Records Officer’s responsibilities for managing Crown Copyright in both publications and records

Summary This post sits in the Access & Retention team and reports to the Records Access & Retention Manager. The post holder will answer requests for access to closed records and enquiries about records retention (how long we keep records), and will provide administrative support to the Access, Retention & Library team. This post involves a requirement to read records of criminal court cases. These cases often contain distressing witness descriptions of serious crimes such as murders and sexual offences. This post is based in London because the post holder will be required to read records at The National Archives in Kew, sometimes at short notice, and to host visits at the MoJ Headquarters building. Responsibilities, Activities And Duties The job holder will be required to carry out the following responsibilities, activities, and duties which include but are not limited to:

• Respond to requests for access to closed records, liaising with colleagues and archives as appropriate, and complying with data protection and other relevant legislation
• Respond to routine enquiries about retention periods (how long records should be kept) and moratoria on deleting/destroying records
• Manage the shared mailbox

The following tasks will be split between the two Records Access and Retention Officers:

• Publish Records Retention and Disposition Schedules (RRDS) and providing administrative support when RRDS are reviewed
• Provide administrative support for projects that will enhance the MoJ’s compliance with the Public Records Act 1958 and the Code of Practice on the Management of Records issued under section 46 the Freedom of Information Act 2000
• Compile monthly statistics and management information for Access, Retention & Library team
• Provide administrative support to Head of Access, Retention & Library
• Support communications and marketing campaigns for the DRO’s team as required
• Any other duties commensurate with grade

Minimum Eligibility All candidates are subject to security and identity checks prior to taking up post. All external candidates are subject to a minimum of 6 months’ probation. Internal candidates are subject to probation if they have not already served a probationary period within MoJ. Minimum security level: Security Check (SC) Essential skills: 

• Excellent oral and written communication skills
• A keen eye for detail
• Ability to deliver high quality work at pace
• Ability to proactively organise, prioritise and reprioritise workloads as priorities change
• Ability to deal with complex/large amounts of information

Desirable skills: 

• Qualification or experience in information and records management
• Understanding of the Public Records Act, Freedom of Information Act and GDPR
• Familiarity with Microsoft Office and M365 Applications (especially Outlook and Excel)

Application ProcessThis Vacancy Will Be Assessed Using Success Profiles: The Civil Service recruits using Success Profiles. This means for each role we advertise; we consider what the candidate will need to demonstrate to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity. A Success Profile Is Made Up Of 5 Elements:

• behaviours - the actions and activities that people do which result in effective performance in a job
• strengths - the things we do regularly, do well and that motivate us
• ability - the aptitude or potential to perform to the required standard
• experience - the knowledge or mastery of an activity or subject gained through involvement in or exposure to it
• technical - the demonstration of specific professional skills, knowledge or qualifications

Not all the elements are relevant to every role, and will vary depending on the profession, level and type of role. Success Profiles - GOV.UK Job Title Records Access and Retention Officer Group Profile ISD – Information Services Division DRO Team Access, Retention & Library Grade EO A Success Profile Is Made Up Of 5 Elements:

• behaviours - the actions and activities that people do which result in effective performance in a job
• strengths - the things we do regularly, do well and that motivate us
• ability - the aptitude or potential to perform to the required standard
• experience - the knowledge or mastery of an activity or subject gained through involvement in or exposure to it
• technical - the demonstration of specific professional skills, knowledge or qualifications

Not all the elements are relevant to every role, and will vary depending on the profession, level and type of role. Success Profiles - GOV.UK Person specification Please Refer To Job Description Behaviours We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Making Effective Decisions
• Working Together
• Delivering at Pace

Alongside your salary of £33,551, Ministry of Justice contributes £9,719 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page. Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ Artificial intelligence Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use. Selection process details This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours. https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ Feedback will only be provided if you attend an interview or assessment. This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours. Security Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks. Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks. Nationality requirements 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)
• 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) Working for the Civil Service The Civil Service Code (opens in a new window) 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 (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service Code (opens in a new window) 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 (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. Diversity and Inclusion The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window). This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Contact point for applicants Job Contact :

• Name : SSCL Recruitment Enquiries Team
• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
• Telephone : 0345 241 5359

Recruitment team

• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Further information Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints/ https://jobs.justice.gov.uk/careers/JobDetail/15557?entityId=15557