About the job

Job summary

The Home Office has one of the most challenging and critical jobs in Whitehall: to keep Britain safe and secure. We operate at the heart of the Government's agenda, leading on immigration and passports, drugs policy, crime policy, counter-extremism and counter-terrorism and work to ensure visible, responsive, and accountable policing in the UK. The challenges the Department faces are significant and can change rapidly in the global environment in which we operate, making this one of the most exciting and stimulating Government Departments in which to work.

The Forensic Information Databases Service (FINDS) administers national systems that identifies links between forensic evidence found at scenes of crime and arrestees (and on occasion other individuals such as vulnerable persons and missing persons), ultimately ensuring the integrity of records held on multiple national Forensic Information Databases (FIND) – the National DNA Database, IDENT1 (fingerprints) and National Footwear Database).

Job description

The FINDS Business Support Officer provides administrative support where necessary for the day-to-day management of the Home Office Birmingham site and has responsibility for administration of the FINDS meeting schedule.

The post holder will provide support on security and information management of the site and systems to ensure the timely and cost-effective delivery of database services to police force customers and other stakeholders in line with defined quality business and service standards, and in support of the Home Office Biometric Programme.

This is a critical role for maintaining public confidence in forensic information databases for the purposes of supporting policing in reducing crime, maintaining order, and bringing criminals to justice. 

Due to the nature of the work, this role is full-time and compressed hours working only.

Where business needs allow, some roles may be suitable for a combination of office and home-based working.  This is a non-contractual arrangement where all employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estates capacity, by Spring 2024.  Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details).

Responsibilities

•    Administration of FINDS meeting schedule, supporting the unit to ensure administrative support is provided where necessary, including for the Quality Management System, site related and NDNAD/NFD Security Working Group functions.
•    Provide high level of customer focused administrative support to teams handling sensitive data and maintaining confidentiality.
•    Research and produce reports and briefings as required. Prepare and circulate agendas/papers, arrange teleconferences, organise meetings and distribute information in a timely manner.
•    Support effective internal and external communications including making best use of the latest tools and resources. 
•    Respond flexibly to requests to support other teams as directed by the line manager.
•    Support the day-to-day administration of site, business assurance activities, and business continuity plans for FINDS.
•    Support the day-to-day commercial activities for FINDS functions - contract management, procurement, and invoicing activities.
•    Support the Quality and Risk Manager through (as necessary) administration of the quality management system to meet the needs of the business and support the maintenance of the compliance and accreditation to ISO9001 and ISO17043 respectively.
•    Work to the strategic operational and business assurance roadmap for the NDNAD and NFD in line with customer requirements agreed by the FIND Strategy Board.
•    Develop and maintain effective working relationships with HO colleagues, Forensic Science Regulator, Law enforcement agencies in England and Wales, Northern Ireland and Scottish Police Association, CPS and Forensic Service Providers, Security and Information Management professionals and suppliers providing the IT systems which make up FINDS.

Person specification

Essential criteria

o    Must hold or be able to gain SC Clearance and Non-Police Personnel Vetting (NPPV) – Level 3 prior to employment.

o    A strong customer focus with excellent interpersonal and communication skills.

o    Good organisation skills and experience in administration.

o    IT competent and proficient in the use of MS office.

Desirable criteria

o    Experience of working to a regulated environment, possibly involving forensic science or within law enforcement agencies.

o    Knowledge of site management activities.

o    Ability to prioritise work and to adhere to local policies relating to the policing and criminal justice sector.

Benefits

• 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 average employer contribution of 27%

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Ability and Experience.

This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.

After submission of the first stage of your application you will be invited to complete a Civil Service Verbal Test. If you successfully pass the test, you will be invited to complete the final stage of the application.

Please complete the online test as soon as possible (within 24-48 hours is recommended), the closing date for the test is 23:55 on the 22nd January 2024. If you fail to complete the online test before the deadline your application will be withdrawn.

Guidance for the test will be available when you are invited to take the test. The tests are administered online and accessed via the Civil Service Jobs website.

As part of the application process, you will be asked to complete: 

•    A CV detailing job history/qualifications/skills 
•    A statement of suitability (personal statement) (maximum 250 words) 
•    Provide evidence of the behaviours Managing a Quality Service and Communicating & Influencing (250 words maximum each) 

Further details around what this will entail are listed on the application form. 

The statement of suitability should be aligned to demonstrate your skills and experience for the role and how you meet the essential criteria as detailed in the job advertisement.

The sift will be held on the behaviours and the statement of suitability. The CV will not be scored.

However, if a large number of applications are received, the initial sift will be conducted on the statement of suitability. Candidates who pass the initial sift will then be progressed to a full sift where the behaviours will also be scored. 

If you are successful at sift stage, you will be invited to an interview which will be behaviour-based questions on all the behaviours listed in the advert. 

Sift and Interview dates

Sift is expected to take place from the 25th January 2024.

Interviews are expected to take place from the 12th February 2024.

We will try to meet the dates set out in the advert, however on occasions these dates may change. 

Interviews will be carried out via video. Candidates will be required to have access to:

• A laptop (personal or work) with a working webcam
• Good internet connection
• Microsoft Teams
 
PLEASE NOTE: Due to time constraints we may not be able to offer alternative interview date(s). It is therefore expected that candidates who are successful at sift stage will make themselves available during the above time frame given.

Further information

For meaningful checks to be carried out, individuals need to have lived in the UK for a sufficient period of time to enable appropriate checks to be carried out and produce a result which provides the required level of assurance. You should normally have been resident in the United Kingdom for the last 3 years if the role requires CTC clearance, 5 years for SC clearance and 10 years for DV.  A lack of UK residency in itself is not necessarily a bar to a security clearance and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

Please ensure that all examples provided in your application are taken directly from your own experience and that you describe the examples in your own words. All applications are screened for plagiarism and copying and generating of examples/answers from internet sources including Artificial Intelligence. If any is detected the application may be withdrawn from the process. Further action, including disciplinary action, may be considered in such cases involving civil servants. Providing false or misleading information would be contrary to the core values of honesty and integrity expected of all Civil Servants.

A reserve list of successful candidates will be kept for 12 months. Should another role become available within that period you may be offered this position.

Every day, Home Office civil servants do brilliant work to develop and deliver policies and services that affect the lives of people across the country and beyond. To do this effectively and fairly, the Home Office is committed to representing modern Britain in all its diversity, and creating a welcoming, inclusive workplace where all our people are able to bring their whole selves to work and perform at their best.

We are flexible, skilled, professional and diverse. We work to recruit and retain disabled staff and area Disability Confident Leader. We are proud to be one of the most ethnically diverse departments in the civil service. We are a Social Mobility Foundation top 75 employer.

New entrants are expected to join on the minimum of the pay band.

Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant's details held on the IFD will be refused employment.

For further information please see the attached notes for candidates which must be read before making an application.

Existing Civil Servants should note that some of the Home Office terms and conditions of employment have changed. It is the candidate’s responsibility to ensure they are aware of the Terms and Conditions they will adopt should they be successful in application and should refer to the notes for candidates for further details.

Transfer Terms: Voluntary.

If you are invited to an interview you will be required to  bring a range of documentation for the purposes of establishing identity and to aid any pre-employment checks.

Please see the attached list of Home Office acceptable ID documents.

Any move to the Home Office from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

Reasonable Adjustments

If a person with disabilities is at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. 

If you need a change to be made so that you can make your application, you should:

• Contact Government Recruitment Service via HOrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
• Complete the “Assistance Required” section in the “Additional Requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you're deaf, a language service professional.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the ‘Contact point for applicants’ section.

Feedback

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 (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. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.