Registry Officer Full Time NEW

Overview of Security and Information Directorate (SID)

SID is part of the Service Transformation Group. The Group oversees the building of a strategic vision for modernising and digitising our legacy systems, generating a coordinated plan across the MoJ and its agencies for transformation, and tracking delivery of this transformation.

Security and information management are fundamental building blocks of enabling the department to deliver. We have highly skilled experts working collaboratively with the department, Government Security Group, Government Knowledge and Information Management profession and other partners to enable the whole of the MoJ to function securely, lawfully and transparently.

We identify, manage, and mitigate MoJ’s security, data protection and information risks, and provide assurance against those risks. We’re also home to the Counter Fraud Centre of Expertise. Part of our mission is to up-skill the department so that security becomes second nature to our people and partners.

Team Profile

Information Services Division is responsible for ensuring the MOJ:

• Manages its information so that it knows what is held and w it is held – Knowledge management and Records management
• Holds its information in compliance with legislation and is accessible – Data protection and freedom of information
• Is clear who owns the information and that they understand their responsibilities – Knowledge management
• Holds its information securely – Information assurance

Records Management Service

This post sits in the Records Management Service (RMS) which is part of SID 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.

We work within a legislative framework (Public Records Act 1958 and 1967 (PRA), UK General Data Protection Regulations (GDPR) and Data Protection Act 2018 (DPA), Freedom of Information Act 2000 (FOIA)) and in accordance with guidelines set by independent inquiries to obtain, store safeguard and preserve records, making them available to the public w appropriate.

Summary

The 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.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities, and duties:

Supporting the registrar with the management of 102 Petty France MOJ Registry, which will include:

• Maintaining the records stored in the registry in line with the Public records Act (PRA) and archival and governmental requirements
• Maintaining accurate registry and records listings enabling efficient accessibility of them recording details of location of records held in the registry and why
• Searching and retrieving files (digital and/or paper) as requested by authorised staff
• General Registry maintenance
• Liaising with off-site storage supplier to request the recall/return of records to agreed service levels and timeframes
• Responding to requests for Registry tours, scheduling them in diaries of both the requestor and tour presenters from within London RMS Management Team, supporting the delivery of them w necessary
• Supporting the effective maintenance of the registry (including the stationery room) in line with Health & Safety and Security recommendations
• Managing the team mailboxes, responding to queries as a trusted advisor and escalating as appropriate
• Taking delivery of records received from offsite storage, liaising with colleagues on large deliveries, including building good working relationships with stakeholders to ensure effective delivery and space management.
• Supporting the accurate, secure and timely transfer and dispatch of records from the Registry
• Reviewing records as needed, implementing decisions, engaging with and helping team members and others to do the same
• Assisting the Deputy Departmental Records Officer (DDRO) and London RMS team with any adhoc duties as required
• This role involves a significant amount of manual handling as a large proportion of the work the team undertakes involves physical paper records.

This list is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Minimum Eligibility

• All candidates are subject to security and identity checks prior to taking up post.
• All external candidates are subject to a minimum of 6 months’ probation. Internal candidates are subject to probation if they have not already served a probationary period within MoJ.

Essential skills

• Ability to organize and prioritize workload to maximise your own productivity
• Excellent 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 complex/large amounts of information.
• Ability to complete manual handling tasks
  

Desirable Skills

• Experience in Records Management, however training will be provided.
• Knowledge of relevant legislation i.e. the Public Records Act 1958, Freedom of Information Act 2000, Data Protection legislation, such as GDPR and Data Protection Act 2018.

Application Process

This vacancy will be assessed using Success Profiles:

The Civil Service recruits using Success Profiles. This means for each role we advertise; we consider what the candidate will need to demonstrate to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity.

A Success Profile is made up of 5 elements:

• behaviours – the actions and activities that people do which result in effective performance in a job
• strengths – the things we do regularly, do well and that motivate us
• ability – the aptitude or potential to perform to the required standard
• experience – the knowledge or mastery of an activity or subject gained through involvement in or exposure to it
• technical – the demonstration of specific professional skills, knowledge or qualifications

Not all the elements are relevant to every role, and will vary depending on the profession, level and type of role.

Success Profiles – GOV.UK

• CV (maximum 2 A4 pages)
• personal statement of no more than 750 words (font size minimum Arial 11) which describes how you meet the requirements set out in the responsibilities section and, essential and desirable criteria listed above.
• 45-minute panel interview with the following behaviours

o Working together (lead)

o Changing and Improving

o Delivering at pace

o Managing a quality service

Principles

• Job Descriptions should summarise the types of activities and level of responsibility, but not the way in which those tasks will be carried out.
• Job Descriptions should be task specific, but not prescriptive. For example, an administrative role may update a financial spreadsheet – the Job Description will list this activity as a task but should not dictate how or when this activity takes place.
• Language used in the Job Description should adequately reflect the level of the work, so for examples are staff ‘Accountable’ for an area of work, ‘Managing’ a process or ‘Undertaking’ transactional tasks.
• Job titles should not contain the band i.e. Band 3 Administrator.

Overview of Directorate Section

• Describe the main purpose and context of the job and provide a clear understanding of the job for recruitment purposes. Assume the reader starts from zero understanding of the job.

Summary Section

• This should provide a summary of the responsibilities, activities, and duties section, which can provide prospective applicants with the details of what the job holder is expected to do.
• State whether the job has line management responsibility.

Responsibilities, Activities and Duties Section

• All Responsibilities/Activities/Duties must be bulleted.
• As a guide, t should be a maximum of 6 to 10 bullet points.
• Bullet points should try to capture all the main tasks and activities and should not include anything that is not key to the role or is specific to an individual.
• Refer to the person carrying out a task as the ‘job holder‘.
• The list of job-specific activities should start with the most important or time consuming, ending with the least important or infrequent.
• Acronyms – When the full name is first mentioned in full in the body of the text, abbreviation should be in brackets and tafter the abbreviation can be used.
• Try to make the activities undertaken by the job holder as generic as possible without being too specific i.e. Responsible for project planning rather than Responsible for planning the Transforming Rehabilitation project.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements w 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.

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, w 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.

T 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. T 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 [email protected]);
• To Ministry of Justice Resourcing team ([email protected]);

To the Civil Service Commission (details available

• )

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.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

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 TBS Recruitment Enquiries Team.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wver it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

A Great Place to Work for Veterans

The “Making the Civil Service a Great Place to work for veterans” initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are ‘at risk of redundancy’.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

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) https://www.gov.uk/settled-status-eu-citizens-families
• 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) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am – 6pm) or e mail [email protected]

Please quote the job reference 17189

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am – 6pm) or e mail [email protected]

Please quote the job reference

• RMS – Registry Officer (AO) – job description.docx (Job Description Attachment)

Select new file

Use of Artificial Intelligence (Al)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. W plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.