Deputy Departmental Records Officer

1 month ago

Hastings, United Kingdom Ministry of Housing, Communities and Local Government Full time

Job summary

Here at the Ministry of Housing, Communities & Local Government (MHCLG), .�

Whether it's through the homes we live in, the work of our local councils, or the communities we�re all part of, our work is at the top of the political agenda. We have ambitious and far-reaching outcomes to achieve this year and, if you�re thinking of joining us, there�s never been a more exciting time.�

We have over 3,500 staff who are based in 20 offices across the UK.�

MHCLG is seeking a Deputy Departmental Records Officer to work within its Knowledge and Information Management team (KIM), part of the Digital directorate. You will be responsible for managing the review and lifecycle management of information held by MHCLG to ensure compliance with the Public Records Act and section 46 of the Freedom of Information Act. To support this work, you will have line management of 2 review managers who have a team of 5 reviewers and 2 administrative support staff. You will play a pivotal role in a current project to design and implement records and lifecycle management within SharePoint. You will lead the design and implementation of both review and sensitivity review of digital records ahead of transfer to The National Archives. You will have KIM experience, excellent digital literacy and enjoy working both independently and with a range of people. You will be enthusiastic about the benefits of KIM and able to actively promote good practice. The vacancy has arisen as the current post holder is taking partial retirement. The successful candidate will work alongside the existing post holder until they take full retirement. This provides the rare opportunity for full handover and training. We are looking for a team member who will be based in the Hastings, East Sussex office. Hybrid working is currently possible, with an expectation of at least 60% of time spent in the office (this may change depending on civil service expectations).

We particularly welcome candidates from an ethnic minority background and other underrepresented groups to apply, as we work to continually improve our ability to represent the places and communities we support through our work.�

Job description

As a Deputy Departmental Records Officer, you'll have responsibility for:

Records Services

management of the Records Services team to ensure the delivery of high-quality Registry and Review servicespreparation and analysis of monthly statistics to track progress against legislative requirementsmanaging the process to ensure all potentially relevant public inquiry material is identified and placed on hold and that related queries and requests are processed quickly and effectively

Digital Records � working with the Departmental Records Officer

design and implement lifecycle management and review within M365, followed by ongoing management once implementedinvestigate and implement strategies to manage the digital legacy in M365, including the import of legacy data from other systemsmanage the design and implementation of digital selection, sensitivity review and transfer to TNA

Physical Records

oversee review, lifecycle management and destruction processes to ensure targets are metoverall management of the preparation and transfer of records to TNA, including sensitivity reviews, the annual Information Management Return, Annual Security Reports, and applications for closures and retention instrumentslead multiple large-scale projects to address the lifecycle management, retention and long-term preservation or destruction of informationliaise with stakeholders and subject matter expertsserve as the Account Manager for the Offsite Storage Contract, responsible for daily operational account management and project work

Person specification

We will use the essential criteria below to evaluate you during the recruitment process. Make sure your CV and cover letter details how you meet the criteria.

As a Deputy Departmental Records Officer, you'll have:

knowledge and understanding of relevant legislation related to KIM, in particular the need to manage information throughout its lifecycle and apply agreed retention and disposal policiesstrong self-motivation and the ability to work independently with minimal supervisionstrong organisational skills, capable of managing a complex workload with competing demands and prioritising effectively whilst maintaining close attention to detail�good communication skills, able to deliver messages effectively to different audiencesstrong teamworking skills, able to work effectively across the KIM Team and to build relationships with key stakeholders from across the Department and external stakeholdersexperience of working in a knowledge and information management role or have a relevant knowledge and information management qualificationcompetent user of Excel and working within the M365 SharePoint environment

Qualifications:

Benefits

Alongside your salary of �38,732, Ministry of Housing, Communities and Local Government contributes �11,220 towards you being a member of the Civil Service Defined Benefit Pension scheme. Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA with an employer contribution of

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