Forestry Commission
SharePoint Migration Officer
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Location
This role can be based in the Northern Research Station, Roslin, Midlothian EH25 9SY or in Alice Holt Lodge, Farnham GU10 4LH with blended working. This gives you the option to work some of the week from home, and some of the week from the workplace. You will be asked to express a location preference during the application process. Please be aware that this role can only be worked in the UK and not overseas.
Job Summary
Part of the Forestry Commission family, Forest Research is a world leader in applied forest science, providing evidence and practical solutions to policy makers, forestry practitioners, land managers and anyone with green space, UK-wide. With climate and biodiversity in crisis, and an increasing number of pests and diseases, our research is more vital than ever before. We advise on how woodlands can help combat climate change. We’re identifying tree species that will thrive in the future and ways of safeguarding those species at risk. Our research supports UK timber production because fewer imports reduce carbon emissions. We provide data on forests in Scotland, Wales and England, and provide evidence of the societal benefits of woodland. We do all this working collaboratively with academia, partners and industry, nationally and internationally.
The Valuing Our Information (VOI) project was established across the whole of the Forestry Commission (FC) in recognition of the need to significantly improve the management of information. The project has a clear mission: ‘to improve Forestry Commission’s effectiveness, trust, and compliance through increasing the level of knowledge and information management maturity.’
In addition, our Digital Strategy sets out how the use of information is fundamental to Forest Research (FR) meeting its aims of protecting, expanding, and promoting sustainable woodland. These aims will be met more successfully when accurate information can be identified and found quickly. Our Data Estate Modernisation Plan provides details of the project which will help us meet these targets.
Job Description
As part of the IT Data and Information team, the Forest Research SharePoint Migration Officer will help bring about change to both physical and digital records management. The role will have two main objectives: to support staff as they migrate data away from traditional file shares to the SharePoint solution, and to carry out any digitisation of records in line with policies and procedures.
In addition, the postholder will undertake other tasks as directed to support activities outlined in FR’s Data and Digital Strategies.
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Key Work Areas:
Supporting Delivery of SharePoint Migration Project
The postholder will work across all areas of FR to assist in the delivery of the SharePoint migration project. They will work with teams to identify, plan and migrate files from legacy file storage to the SharePoint solution. This will require providing support and guidance throughout the process to help users understand the benefits and best practice for managing data. Therefore, the successful candidate will have a sound knowledge of creating and managing document libraries and SharePoint Architecture.
Supporting Delivery of the Forestry Commission VOI Programme
The postholder will work with the Digital Practice Lead and Data & Information Lead to support delivery of the FC Valuing Our Information Programme. They will engage with teams across FR to embed a culture of excellent information management practices, ensuring that information assets are recorded in the FR Information Asset Register (FRIAR). They will also ensure that the management and storage of physical and digital records is complaint with FR policy and legislation such as UK GDPR.
Digitisation of Paper Records
The successful candidate will be responsible for the digitisation of FR’s paper-based archive. They will work with FR Science teams and Information Asset Owners to evaluate records and plan retention and disposal activities in accordance with FR Data Lifecycle Management processes.
Given the nature of the work with physical records, there is a manual handling aspect to the role, and the postholder will be mainly office-based.
Person specification
Essential Criteria:
- Experience of working independently under multiple time demands and deadlines, with sound judgement in time management.
- Expertise in the digitisation of archival materials.
- Proficiency in using information and records management systems and processes that support governance and risk management.
- Skilled in administering SharePoint, including all document management functions within the platform.
Desirable Criteria:
- Knowledge of relevant legislation, standards and procedures in relation to records management, including the Data Protection Act, GDPR, the Freedom of Information Act and Environmental Information Regulations.
- Experience with Adobe Acrobat Pro for creating accessible documents.
- Experience with managing and digitising legacy media types.
Behaviours
We'll assess you against these behaviours during the selection process:
- Changing and Improving
- Delivering at Pace
- Working Together
Salary and Benefits
- Alongside your salary of £33,854, Forestry Commission - Forest Research contributes £9,807 towards you being a member of the Civil Service Defined Benefit Pension scheme.
- Career Development: Excellent professional development opportunities which are tailored to your role, with paid professional membership subscriptions, mentoring, and Civil Service Learning available to all.
- Work/Life Balance: Flexible working options such as: up to two days flexi leave per month, blended working, part-time working, paid special leave, career breaks, and unpaid leave. Parents and carers will be supported to enable you to manage work and family responsibilities.
- Annual Leave: A generous annual leave allowance of 25 days on entry increasing by 1 day each year to a maximum of 30 days (pro-rata for part-timers). Plus 2.5 days of additional leave and 8 days’ paid bank/public holidays.
- Wellbeing: A culture which promotes a diverse and inclusive work environment. A range of wellbeing benefits including Employee Assistance Programme 24/7.
- Benefits: A highly competitive Civil Service Pension of 28.97% of your salary. An employee benefits scheme offering discounts on groceries, gym memberships, holidays, days out, online retailers and high street shops. Cycle to Work scheme and Interest free loans. Free parking is offered on-site, alongside electric car charging ports.
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Selection Process Details
This vacancy is using Success Profiles, and will assess your Behaviours and Experience.
- Application Requirements: A CV, a Personal Statement (limited to 500 words), and a 250-word Statement for each of the 3 Behaviours listed: Changing and Improving, Delivering at Pace, and Working Together.
- Shortlist: Candidates will be shortlisted based on the evidence provided against the Essential Criteria in the Person Specification.
- Interviews: Interviews are planned to take place week commencing 27 July on MS Teams.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy. This vacancy is part of the Great Place to Work for Veterans initiative.
Contact Point for Applicants
- Job Contact: hr.services@forestresearch.gov.uk
- Recruitment Team: hr.services@forestresearch.gov.uk
Further Information
Our recruitment process is underpinned by the principle of appointment on the basis of fair and open competition and appointment on merit, as outlined in the Civil Service Commissioners’ Recruitment Principles.
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