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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.

Administrative Officer (AO) – Courts Records Review Officer

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 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 centres

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.

Background:

Access to information, and transparency is vital in government organisations, playing an integral role in delivering day to day business outcomes, safeguarding the corporate and historic record, and providing assurance to stakeholders and the public. At MoJ 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 providing a world-class over-all justice system. This is because handling information plays an integral role in delivering our day-to-day business functions, underpins our policy development and operational delivery, and ensures our legal obligations are met.

This post sits in the Records Management Service (RMS) which is part of the Security and Information Group (SIG). and an integral part of the MoJ, managing the records of the department. We are responsible for electronic 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. Though much younger, digital records in Just Store (the MOJ’s electronic document storage system) are also being reviewed to determine historical importance.

Job description:

We are looking for a motivated individualwho shares our values and who is passionate in delivering excellent services, as we ensure records are effectively reviewed in accordance with the department’s guidance and policies.

Once fully trained you will work as part of a team, to manage the disposition of all MoJ’s historical records. You will be responsible for making your own decisions, ensuring your work is carried out securely, confidentially, and accurately at all times. 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.

Main Activities / Responsibilities

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

• To carry out the selection process of MoJ Court records for permanent preservation and transfer to TNA in compliance with TNA guidelines and Operational Selection Policies and by using appropriate research tools.
• 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.
• 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 manually process and prepare large quantities of physical files selected for destruction, retention, or permanent preservation in compliance with TNA regulations and guidance and the Public Records Act
• To maintain/update the record of the disposal decisions taken etc in the Department’s EDRM (Electronic Discovery Reference Model) system called ‘Just Store’
• To update and maintain all necessary Excel spreadsheets in connection with the review work and undertake various administrative task, to support the effective organization of the work carried out.
• To promote records management practices and procedures.
• To request/obtain digital records/ physical files from TNA or third-party supplier, receive deliveries and transfer the paper files from boxes to storing shelves manually and maintain an accurate computer record of movements.
• 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 implement improvements engaging with and helping team members and others to do the same. To query issues as they arise in a suitable way and to respond in an effective and appropriate manner.
• To assist DRO, DDRO or Head of Records Review with any ad hoc duties as required.
• This role comes with a degree of manual handling as a proportion of the work the team undertakes involves physical paper records.

Person Specification

Essential skills

• Ability to organize and prioritize workload to maximise 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
• Good 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 large amounts of information
• Ability to work using I.T

Desirable Skills

• Awareness or knowledge of good records management and relevant legislation i.e., the Public Records Acts 1958 and 1967, Freedom of Information Act 2000, Data Protection legislation, such as GDPR and the 2018 Data Protection Act.

Application Process

We will assess you against these behaviours during the selection process: if we receive a high number of applications the sift will be undertaken on the lead behaviour only. During the interview we will be asking questions to assess behaviours and Strengths.

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

Salary

£25,475

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.