Ministry of Justice UK
22500 - Records Officer - Branston Records Management Service
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Branston Operations Records Officer
Job description:
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 responsible for the following parts of the justice system:
- courts
- prisons
- probation services
- attendance centres
Working 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
The Branston Records Management Service (RMS) team sits within the MoJ’s Security and Information Directorate, which has a broad range of responsibilities including 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 Branston RMS team have responsibility for providing essential records management services to departments within MoJ including; HM Courts & Tribunals Service (HMCTS), HM Prison & Probation Service (HMPPS), Shared Services Centre to name just a few. The team deal with requests for records held both on and off-site with our third-party storage provider in addition to managing records within our custody; ensuring they are kept in accordance with the relevant legislation and retention policies.
Job Profile
Job Title / Group
Records Officer, Branston Records Management Service
Reports To
Records Manager (EO)
Location & Terms of appointment
This is a permanent post based at Branston Registry, Burton-Upon-Trent.
Salary and Grade
This post is Band AO.
Role Purpose
We are looking for a motivated individual who must be able to learn quickly and adapt to changing priorities in a demand led environment. The team have a strong customer service culture, providing a key service across the Ministry of Justice so the ability and skill to build strong professional relationships on both an individual and team basis is very important. The role is important as it ensures that colleagues across the MoJ are supported to carry out their role/duties by having access to the right information at the right time, by responding to requests within service level agreements.
Once fully trained, you will work independently with minimal supervision following guidance and internal policies and will be responsible for making your own decisions. Your work must be carried out securely, confidentially and accurately. This role is for onsite working only.
Main Activities / Responsibilities
The job holder will be required to undertake the following duties and responsibilities:
Administrative Officer – Records Officer
- To process and answer telephone/written requests and enquiries in accordance with agreed office standards and service level agreements.
- To obtain records/files from third party storage and maintain an accurate computer record of movements.
- To update and maintain all necessary Excel spreadsheets in connection with the request and review work.
- Undertake various administrative tasks to support the effective organization of the work and records held in Branston Registry.
- To review records in line with relevant Records Retention and Disposition Schedules.
- To review records for permanent preservation and transfer to The National Archives (TNA) in compliance with TNA guidelines and Operational Selection Policies.
- To assist with any ad-hoc general office duties as required, with regular manual handling requirements.
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Person Specification
Essential skills
- Ability to organise and prioritise workload to maximise your own productivity
- Demonstrate ability to work effectively within a team
- Ability to deal with large amounts of information
- Ability to work using I.T (with use of Microsoft computer package, i.e. Word, Excel and Outlook).
- Manual handling
Desirable Skills
- Experience in Records Management, however training will be provided.
Should we have a large volume of applications, we will be sifting using the lead behaviour – Making Effective Decisions.
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). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.
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 role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).
For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).
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.
MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.
All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.
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Flexible working hours
The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.
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 www.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 Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk);
- To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
- To the Civil Service Commission
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