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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.

Location & Terms of appointment

This is a permanent post based in Branston, Burton-on-Trent, Staffordshire.

Salary and Grade

This post is band AA (Administration Assistant)

New entrants to the Civil Service will be expected to join on the minimum of the pay range.

Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.

Background

The Offender Subject Access Request team sits within the Ministry of Justice’s (MoJ) Security & Information Group, which has a broad range of responsibilities including physical and cyber security through to information management and records compliance. As part of the Directorate’s Information Services Division, our aim is to ensure the MoJ holds information in compliance with legislation; that all information is correctly stored, accessible and shared appropriately; and our information is protected and the risks managed. We believe that knowing what information and records we have and having the right information available at the right time by those who need it or request it, is at the heart of an excellent justice system.

The Offender Subject Access Request team manage and process subject access requests (SARs) on behalf of the MoJ, liaising with its agencies to retrieve personal information held on the requestor and then prepare it for release in compliance with the Data Protection Act 2018 (DPA). The team receives in excess of 5,000 requests per annum.

Role Purpose

Do you have strong customer service and administrative skills; an ability to plan your workload effectively and follow standard procedures and security protocols? Are you approachable, enthusiastic and want to deliver a quality service to the Department and its customers by embracing new technology?

This is an exciting time for the team as we are seeking to make significant changes and improvements to many aspects of how we work and the service we provide, especially investigating new technology available and how this can increase efficiencies. You will also be joining the team as it prepares for an increase in work following the Probation Reform Programme.

You will be joining an expanding team who provide a dedicated and expert function in processing offender SARs. The team have a strong customer service culture, providing a key service across Her Majesty’s Prison and Probation Service (HMPPS) so the ability and expertise to build strong professional relationships on both an individual and team basis is very important. Close liaison with individual prison establishments and probation offices are vital to meeting our performance indicators and there will be opportunity to develop this further. The role is important as it ensures that offenders are supported through their sentence and rehabilitation by having access to the right information, at the right time, by responding to requests in full and within statutory timescales.

The successful candidate will play a key role in ensuring the Department’s compliance with DPA by despatching cases within their statutory deadlines.

Main Activities / Responsibilities

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

• Photocopy large volumes of sensitive personal information, ensuring all information that has been identified as exempt from disclosure is not disclosed
• Securely package and despatch completed cases, along with template response letter
• Update case management system
• Open and sort post, distributing to relevant areas within the team
• Filing correspondence and completed cases
• Review and destroy closed cases in accordance with their retention schedule
• Answer queries, both telephone and written correspondence, from customers and colleagues across the Department
• General administrative office duties, including manual handling, commensurate with grade
• Demonstrate and encourage behaviours which support the MoJ and Civil Service values.

Behaviours

• Making Effective Decisions
• Managing a Quality Service
• Working Together
• Delivering at Pace

Essential experience

• Experience of using Microsoft applications (Word, Excel and Outlook).

Salary

£20,126

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

• A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
• For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

• To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail [email protected]);
• To Ministry of Justice Resourcing team ([email protected]);
• To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

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.