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Records Management and File Preparation Specialist
3 months ago
Position Overview
The Department for Environment, Food and Rural Affairs (Defra) is dedicated to the stewardship of our natural environment, the support of our premier food and agricultural sector, and the promotion of a vibrant rural economy. Our extensive responsibilities influence various aspects of daily life, from the food we consume to the air we breathe and the water we utilize.
Chief Data Officer Directorate
This role is situated within Defra's central and multidisciplinary team, the Analysis and Insight Directorate (AID). AID plays a pivotal role in steering cross-cutting initiatives and ensuring that high-quality analysis informs Defra's strategic direction, policy formulation, and operational delivery.
The team adds value in several significant ways:
- Enhancing and assuring analytical quality across Defra's policy domains, aiding the Chief Analyst in ensuring robust social science evidence bases and business cases, while also promoting value for money and accountability.
- Leading, coordinating, and contributing to impactful analysis that supports Defra's strategies and ministerial priorities, including representation of Defra's analytical perspectives in cross-Whitehall forums.
- Overseeing Defra's Economic Growth Strategy.
- Providing specialized analytical expertise to support various teams within Defra and representing the department in cross-government expert forums.
- Fostering and enhancing capabilities within both the Analytical and Policy professions, including the provision of learning and development opportunities.
Commitment to Diversity
We acknowledge the challenges faced by individuals with (multiple) protected characteristics in the job market and career advancement. We are firmly committed to being an inclusive employer and ensuring equal opportunities. Our goal is to cultivate a diverse workforce and attract applications from underrepresented groups.
Job Responsibilities
As a Ministerial department, Defra is legally obligated under the Public Records Act to implement a systematic approach to record management, including the appraisal, identification, and transfer of historical public records to The National Archives for permanent preservation.
The Information Appraisal team is seeking a File Processing and Preparation Administrator to join their ranks. The successful candidate will provide essential administrative support to the team.
Please note that the role involves manual handling, including the movement of boxes and files, as well as working at height.
Key Responsibilities
- Receiving files ordered from commercial storage by the Appraisal team and transferring them to the designated area.
- Maintaining an accurate audit trail of file statuses, including preservation, immediate destruction, or scheduled destruction.
- Preparing selected files in accordance with The National Archives' established standards and arranging their transfer.
- Managing the intake of files from various departments within Defra and updating the storage supplier's database for efficient retrieval.
- Assisting with ongoing initiatives aimed at reducing the volume of files and boxes held by Defra.
- Monitoring stock levels of office and specialized supplies and reordering as necessary.
Required Skills and Experience
- Strong record-keeping abilities with attention to detail.
- Effective communication skills with team members and stakeholders.
- Proficiency in Microsoft O365 products, particularly SharePoint Online.
- Experience in a file storage environment.
Behavioral Competencies
During the selection process, candidates will be assessed against the following behaviors:
- Managing a Quality Service
- Collaborative Teamwork
- Adaptability and Improvement
Technical Competencies
Candidates will also be evaluated on the following technical skills:
- Knowledge and Information Management - proper handling of information.
Benefits
In addition to a competitive salary, Defra contributes significantly towards your membership in the Civil Service Defined Benefit Pension scheme. A career within the Civil Service offers unique opportunities for professional growth and development.
Learning and Development Opportunities
Defra is committed to supporting the development of its employees. New team members will undergo an induction program designed to provide essential information about the Civil Service, Defra's mission, and policies. Line managers will collaborate with employees to establish annual priorities and create tailored performance and development plans.
Work-Life Balance and Additional Benefits
Defra promotes agile and flexible working arrangements, providing employees with necessary technology to perform effectively. Employees enjoy generous leave entitlements, including paid leave for volunteering and reservist training, as well as access to various health and wellness programs.
Defra also offers a range of employee benefits, including interest-free loans for commuting and access to onsite facilities.
