Job Description

Details

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Reference number

402883
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Salary

40,661 - 50,472
Per annum, pro rata
A Civil Service Pension with an employer contribution of 28.97%
GBP
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Job grade

Senior Executive Officer###

Contract type

Permanent###

Business area

CDO- Digital and Data###

Type of role

Other###

Working pattern

Flexible working, Full-time, Job share, Part-time###

Number of jobs available

1

Contents

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Location About the job Benefits Things you need to know Apply and further information

Location

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Remote working (anywhere in the UK)

About the job

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Job summary

In the Information Management and Privacy team, we are evolving a progressive function that consolidates information governance capability across UKHSA, working organisation-wide to develop a compliance culture that is enabled and supported by dedicated professionals. We provide UKHSA with the skills and expertise to ensure our information assets are governed. This is an exciting time to join the organisation and our collaborative and supportive team, in an environment that values your personal and professional development. Our Information and Records Managers develop, implement, and continually review and refine the organisation's information governance, including its records management strategy, policy, and processes to promote good practice and maintain compliance with statutory obligations. They provide accessible, impactful guidance to support colleagues across the organisation in delivering information and records management. They enable the design, development, and delivery of processes and functionality to make information and records management an impactful process for all our staff. They lead our organisation's management of records and information. They provide expertise and guidance to the organisation in respect of record handling, information and record lifecycle management and the development and interpretation of policy.###

Job description

The Information and Records Management - Archives and Public Records understands UKHSA's current and future requirements for information and records management especially around paper and legacy records.


They operate at the Practitioner level of the Government Knowledge and Information Management (GKIM) Professional Skills Framework. They collaborate with teams and networks across UKHSA. They understand our stakeholders, our requirements, and our priorities. The role involves working across Government and our wider partnerships to understand stakeholder concerns, develop approaches that meet our information management requirements.


Identify, discuss, and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events;

Engage with the GKIM professional body on behalf of yourself, UKHSA and colleagues; Share experience of learning and development activities; Ensure a consistent level of business knowledge within the team and that this knowledge is applied effectively; To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training; If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.

The Information and Records Manager will support information asset owners in meeting responsibilities, working closely with Information Assurance and Information Technology colleagues. This role has an emphasis on the management of legacy records and public records, including paper records and will support the team's strategic vision for improving compliance through the necessary identification, archiving, cataloguing and disposition review for assessing records for permanent preservation or other disposal methods.

Other responsibilities will be to:

o Support the Information and Records Lead and broader information and records management team in providing expert advice to the Agency on matters of Information and Records Management, policy, procedure, and practice with a particular focus on retention, long-term requirements, and paper records.

o Support the UKHSA's compliance with the 20-Year Rule as it applies to the Public Records Act 1958 and the development and implementation of relevant established policy, processes, and standards.

o Deliver and manage UKHSA's contracted off-site storage and ensure that paper records are routinely transferred when not in use and support UKHSA's on-site storage of paper records.

o Support processes and practice for the transfer of paper and digital records to the National Archives for permanent preservation.

o Work with Subject Matter Experts across the Agency to identify and manage records with long-term retention and act as a key point of contact for physical records.

o Contribute to the UKHSA information and records management policy suite, including guidance documents, retention schedules, review processes and destruction standards.

o Lead on initiatives outlined in information and records business plans that complement the Agency's overall organisational strategy and aims.

o Liaise and maintain good working relationships with key stakeholders across the Agency including but not limited to: Public Inquiry team, Legal team, Information Rights team, Information Management & Privacy team.

o Contribute to increasing organisational knowledge on information and records Management and promote the work of the team across UKHSA.

If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.


KEY WORKING RELATIONSHIPS


The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA. This will include:


Internal

Senior Information Risk Owner

Information Asset Owners and Managers

Technology / ICT providers

Protective Security and Cyber Security

Facilities and Estates

Public Inquiry and Legal teams

Commercial and Contract Management teams

Data Protection Officer

Information Rights teams

Wider Information Management & Privacy team

Change management and change programmes


External

The Agency's off-site storage provider

DHSC Information Risk Management and Assurance Directorate

Cross-Government professional communities

The National Archives

Organisations within the Public Health and Health Security industries

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Person specification

You will be assessed on the below 13 essential criteria, which have been selected from the


Essential Criteria:


o Experience working with information and records

o Experience in delivering operational information and records management policy, procedure and practice

o Experience in management of Records Retention & Disposal policies and processes

o Experience in managing paper records and/or working with archives

o Experience of working within the framework of the Public Records Act 1958 and ICO Code of Practice for management of records, and the management of records with long-term retention

o Knowledge of record cataloguing requirements and standards

o Expert Microsoft Office user

o Excellent written and verbal communication skills

o Stakeholder engagement/communication experience

o Excellent teamworking skills

o GKIM Professional at level Practitioner or above as per the GKIM skills framework for Government

o An understanding of and commitment to equality of opportunity and good working relationships.

o Skills or qualifications necessary in the context of or against the framework

Benefits

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Alongside your salary of 40,661, UK Health Security Agency contributes 11,779 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.Learning and development tailored to your role An environment with flexible working options A culture encouraging inclusion and diversity A Civil Service pension with an employer contribution of 28.97%

Things you need to know

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Selection process details

This vacancy is using Success Profiles and will assess your Behaviours, Experience, Strength, Ability and Technical skills

Stage 1: Application & Sift

Success profiles

You will be required to complete an application form. You will be assessed on the above listed essential criteria, and this will be in the form of a:

Application form ('Employer/ Activity history' section on the application) 1500 word Statement of Suitability.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.


The Application form and Statement of Suitability will be marked together, and you must complete to move forward to interview.


Please do not exceed 1500 words. We will not consider any words over and above this number.


Feedback will not be provided at this stage.

Stage 2: Interview (success profiles)

You will be invited to a (single) remote interview.


Behaviours will be tested at interview.


The Behaviours tested during the interview stage will be:

Communicating and Influencing
o Delivering at Pace

o Changing and Improving

o Making effective decision



You will be asked to prepare and present a 5-10 minute presentation on management of physical legacy records. The subject of this will be sent to you prior to interview


Your technical abilities will be asked within the behaviour questions.


Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.


Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Security Clearance,

Location

This role is being offered as Homeworking.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs.


You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Artificial Intelligence (AI)

Your application may be rejected and/or you may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own.

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant's personal details - name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

Careers website

Please visit our careers site for more information https://gov.uk/ukhsa/careers



Feedback will only be provided if you attend an interview or assessment.###

Security

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check .



See our vetting charter .
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) 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
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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 .
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 and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

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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

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Job contact :

Name : Erin O'Sullivan Email : erin.osullivan@ukhsa.gov.uk
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Recruitment team

Email : recruitment@ukhsa.gov.uk ###

Further information

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: Complaints@ukhsa.gov.uk If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website: https://civilservicecommission.independent.gov.uk