Briefings, Correspondence and Foi Adviser

1 month ago

London, United Kingdom High Speed Two (HS2) Full time

This role is to provide support to the Briefing, Correspondence and FOI Manager and administer systems to ensure the delivery of the Briefing, Correspondence and FOI function. In addition it provides a response service for parliamentary and senior stakeholder correspondence and Parliamentary Questions; co-ordinate and support the preparation of appropriate responses to requests for information made under the Freedom of Information Act 2000 and the Environmental Information Regulations 2004 to ensure HS2 Ltd complies with its statutory requirements.

**About the Role**:

- Administer systems and the team rota within the unit and support the BCFOI Manager to implement correspondence and FOI processes
- Support procedures to enable comprehensive and accurate recording and reporting of correspondence and FOI data - Support the BCFOI Manager to maintain internal reporting by providing weekly, monthly and ad-hoc reports
- Be responsible for administering the Speaker Request process, maintaining and reviewing records to ensure accuracy and provide visibility to the wider business
- Liaise with relevant Business Areas to ensure the appropriate accurate and timely population of the Publication Scheme with relevant information
- Prepare briefing materials and written correspondence from Members of Parliament, Peers and senior stakeholders for the HS2 leadership team, whilst working and coordinating with colleagues in other teams and functions
- Deliver the provision of responses to Parliamentary Questions
- Acknowledge, log, co-ordinate and respond directly to requests for information received by HS2 Ltd under the FOI Act 2000 and EIR 2004; making an assessment on the information held by the organisation, the service areas responsible and whether the information can be disclosed
- Formulate responses to FOI/EIR requests, working with and advising colleagues, senior managers and directors in other directorates to reduce complex materials into a concise form and to agree a final response
- Assist the Briefings, Correspondence & FOI Manager with internal training workshops; dealing with the logistics, preparing materials and supporting delivery where required, in order to ensure broad understanding across the organisation of FOI and EIR issues
- Respond to updates in guidance and legislation, ensuring HS2 Ltd meets requirements through updating policy and procedures in relation to FOI Act and EIR
- Carry out any other duties as required
- Adhere to HS2 Ltd’s Health and Safety policies
- Actively promote and embed Equality Diversity and Inclusion (EDI) in all your work, and support and comply with all organisational initiatives, policies and procedures on EDI.

**About You**:
**Skills**:

- Communications skills, particularly written communication
- Stakeholder management, influencing and negotiation skills, with the ability to adapt to different audiences and deal with difficult customers/stakeholders
- Analytical skills, including the ability to collate, interpret and present information in a coherent and meaningful way
- Project Management and planning skills, with the ability to work to specified timescales
- Ability to handle confidential information sensitively and discretely
- Ability to produce results to tight deadlines

**Knowledge**:

- Political awareness and understanding
- Knowledge information management systems and processes
- Knowledge of Project Management techniques
- Knowledge of the FOI Act (2000) and EIR (2004)
- Knowledge of corporate communications, community engagement, internal communications, social media, PR and media relations
- Understanding of requirements for the publication of information
- Understanding of customer relationship management (CRM) databases
- Knowledge of Microsoft Office programmes, especially Excel

**Type of Experience**:

- Experience of administering and maintaining information management systems
- Experience in co-ordinating and responding to multiple customer or stakeholder enquiries in a timely manner
- Experience of working with financial, policy or technical concepts to deliver accessible and accurate information and correspondence
- Experience in processing or handling sensitive data and enquiries
- Experience in handling FOI/EIR requests (and the requirements of the FOI Act 2000 and EIR 2004)

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