About the job

Job summary

Please refer to Job Description

Job description

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Job Profile: Crown Court Records Review Officer

Role Type: Records and Information Management

Grade: AO

Post Type: Permanent

Working Pattern: Full Time/Part Time/Part Time/Job Share/Flexible Working/Other

Location: The post is based in 102 Petty France, London.

You will be required to attend the office according to Government guidelines and business needs.

Clearance level: Security Check (SC) 

Line Management: The vacancy does not have line management responsibility. 

About the Department: 

Ministry Of Justice (MOJ) is one of the largest government departments, employing around 70,000 people (including those in the Probation Service), with a budget of approximately £9 billion. Each year, millions of people use our services across the UK - including at 500 courts and tribunals, and 133 prisons in England and Wales. 

What we do: 

We work to protect the public and reduce reoffending, and to provide a more effective, transparent, and responsive criminal justice system for victims and the public. We are also responsible for the following parts of the justice system: 

• Courts
• Prisons
• Probation services
• Attendance centers 

We also work in partnership with other government departments and agencies to reform the criminal justice system, to serve the public and support the victims of crime. We are also responsible for making new laws, strengthening democracy, and safeguarding human rights. 

Further information can be found at https://www.gov.uk/government/organisations/ministry-of-justice

 Background: 

This post sits in Records Management Service Team (RMS) which is part of the Security and Information Group.  The team are responsible for digital and paper records in compliance with the provisions of the Secretary of State’s Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000. All MOJ records retained by business areas and courts must be reviewed by the time they are 20 years old to determine whether they should be permanently preserved at The National Archives (TNA), forming part of our national historical record or whether they should be destroyed. 

The Team’s vision is to enable collaboration and support MoJ in making the right knowledge and information available at the right time to the right people in the right way and at the right cost.                                      

Once fully trained you will work as part of the RMS team, to support the disposition of all MOJ’s historical records. You will be responsible for making decisions, ensuring your work is carried out securely, confidentially, and accurately always. You will be expected to contribute towards the continuous improvement of the Team and will be required to engage, collaborate, and influence decisions to the get the job done.

Role Purpose 

Review work includes complying with TNA’s Operational Selection Policies and researching which records merit selection for permanent preservation and transfer to TNA. Folders chosen for transfer are reviewed in detail to ensure that sensitive information is closed in accordance with the provisions of the FOIA (Freedom of Information Act) and DPA (Data Protection Act). Some documents may include distressing information or photographs and the successful applicant will need to be able to view these in a professional manner and perform the duties necessary to process that data appropriately.      

All MoJ’s electronic records are to be kept in the electronic document and corporate memory system known as Just Store and SharePoint. The digital arm of our Records Management Team is responsible for its integrity and security through adherence to record management standards and procedures. You will be responsible for maintaining and updating Just Store/SharePoint records with disposition decisions made.

Main Activities / Responsibilities

The job holder will be required to undertake the following duties and responsibilities:

• To carry out the selection process of MOJ paper and digital crown court records for permanent preservation and transfer to TNA in compliance with TNA guidelines and Operational Selection Policies and by using appropriate research tools.
• To provide detailed reasoning for the decision reached on the required disposal action.
• To carry out sensitivity reviews on selected records to ensure sensitive data is closed in accordance with Freedom of Information and Data Protection legislation.
• To process and prepare paper and digital records selected for permanent preservation in compliance with TNA regulations and guidance.
• To update and maintain all necessary spreadsheets and record logs in connection with the review work and undertake various administrative tasks, to support the effective organization of the work carried out.
• To promote records management practices and procedures.
• To investigate, process and answer oral and written enquiries in accordance with agreed office standards and timescales and assist with any ad hoc duties as required.
• To review ways of working as needed, suggest changes, and assist to implement improvements, engaging with and helping team members and others to do the same.
• This role comes with a degree of manual handling as a proportion of the work the team undertakes involves physical paper records.
• Some records may include distressing information, documentation or photographs and the successful applicant will need to be able to view these in a professional manner. 

Person Specification

Essential skills

• Ability to organize and prioritize workloads to maximize your own productivity and keep accurate records of your activities on all necessary spreadsheets
• Self-motivated, prepared to get involved in a range of tasks and thrives on challenge
• Excellent oral and written communication skills, understanding the needs of the process and stakeholders to pass on information in a polite and professional manner
• Takes pride in providing a high-quality service, with a keen eye for detail and delivering high quality work at pace
• A good team player able to build strong relationship across the Records teams and wider to deliver results
• Ability to deal with complex/large amounts of information
• Ability to work using I.T

Desirable Skills

• Experience in Records Management, however training will be provided.

How to Apply

We will be recruiting using Success Profiles Frameworks.

Candidates must submit CV (maximum 2 A4 pages) and personal statement of no more than 750 words (font size minimum Arial 11) which describes how you meet the requirements set out in the responsibilities section and, essential and desirable criteria listed above.

You are also required to submit a 250-word behaviour statement on the lead behaviour Making Effective Decisions.

An initial sift will take place using the CV, Personal Statement, and above lead behaviour.

Your application will be reviewed and sifted against the Person Specification above by a diverse panel.

Successful candidates who meet the required standard will then be invited to a 45-minute panel interview where the following behaviours will be assessed.

• Making Effective Decisions (lead)
• Delivering at Pace
• Changing and Improving
• Working Together

Strengths will also be assessed at interview, but these are not shared in advance. 

Additional Information 

A merit list of applicants meeting the required criteria will be kept for up to 12 months.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £27,000, Ministry of Justice contributes £7,317 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

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

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.

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.