Defence Business Services (DBS) - DIT KIB Digital Archive Manager

Ministry Of Defence; Portsmouth; On-site; GBP 47,000; Full time

Job summary

A government department is seeking a Digital Archive Manager to lead a digitisation project for MOD historical records. This role involves creating searchable digital resources and implementing preservation strategies. Applicants should have experience in records management and the ability to communicate effectively. The successful candidate will oversee a team and work within a collaborative environment at HM Naval Base, Portsmouth. This position offers a salary of £46,040 with a comprehensive benefits package including pension contributions and annual leave.

Benefits

Civil Service pension with 28.97% employer contribution

Flexible working options

25 days annual leave plus public holidays

Learning and development opportunities

Qualifications

• Experienced Information Manager with knowledge of electronic file management.
• Proven experience in transferring historic records into digital format.
• Ability to communicate knowledge of records management effectively.

Responsibilities

• Manage a digitisation project for paper records.
• Create a searchable digital resource for MOD records.
• Implement digital preservation strategies.

Skills

Knowledge of electronic file management

Document archiving systems

Records management knowledge

Leadership experience

Autonomous operation

Job description

Are you a dedicated person who is passionate about making a difference?

Would you like to work for the Ministry of Defence?

Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry. DBS delivers large‑scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK’s Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement.

Vision & Mission

• Our Vision – To support UK defence customers with outstanding service every time.
• Our Mission – Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value‑for‑money services that underpin the whole force and enhance operational capability.

DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of the society.

We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible, and offer a Civil Service pension with an average employer contribution of 28.97%. Where the role permits, we support a blended (hybrid) working approach.

Come and join the DBS community today! The Records Review Team sits within the c.400 staff Digital, Information and Technology (DIT) area of DBS. The team consists of experts in specific subject areas providing advice to colleagues across MOD, reviewing documents and making decisions to retain, release or dispose of records. It is an operational delivery service with review targets and key performance indicators, and also supervises a group of volunteer reviewers and provides ad‑hoc outreach services to MOD sites and units requiring advice and guidance about the disposal of found archives.

This is an exciting time for the Records Review Team as we transition from the review of paper records to digitally‑born records in a variety of formats, some considered obsolete. The nature of some of these records means they are constantly required to support ongoing MOD business, sensitive case work and public inquiries. We are looking for a Digital Archive Manager to initiate and manage a project to digitise historic paper records into an easily accessible format to enable MOD staff to access information within popular record sets held by the Records Review Team.

The role is site‑based at HM Naval Base, Portsmouth, with a requirement for travel to other MOD sites to investigate digital solutions to support the project. This is a challenging role that requires a keen learner, able to consider both the immediate needs of MOD customers and the "big picture" of ensuring our vast record holdings are easily accessible to support ongoing MOD requirements.

Fixed‑Term Appointment

This is a Fixed‑Term Appointment for a period of three years, beginning on the date of appointment. When the Fixed‑Term Appointment ends, you may be at risk of redundancy and given priority mover status unless one of the following applies:

• The contract end date is met and honoured, for external employees.
• An extension to your Fixed‑Term Appointment has been agreed.
• A conversion of the Fixed‑Term Appointment to a permanent role has been agreed.
• You are successfully redeployed into a suitable alternative position.
• You secure another Civil Service position through a recruitment process.

If you are a current permanent Civil Servant joining the Ministry of Defence on a Fixed‑Term Appointment, the preferred option is to transfer from your home department on a loan basis to ensure you can return at the end of the term. If a loan transfer cannot be agreed, you will transfer and become a permanent employee at MOD but on a fixed‑term basis. This will not affect your continuity of employment. You must have two years’ service to be eligible for redundancy benefits under the Civil Service Compensation Scheme.

Responsibilities

• Manage a digitisation project for paper records held within the MOD Sensitive Archive required for litigation casework and inquiries.
• Manage a fully searchable digital resource for records held by the MOD Records Review Team.
• Manage record/document indexing.
• Implement and maintain digital preservation strategies, including backup systems and business continuity plans.
• Proactively develop innovative new services to ensure users have access to information from mixed media and obsolete formats to support casework and inquiries in a rapidly evolving digital world.
• Work with MOD technical services and Records Managers to assist in the delivery of services.
• Create supporting documentation for any developed processes.
• Manage the storage and transfer of obsolete formats to MOD networks in accordance with MOD Security and Information Management policies, and subsequent transfer to The National Archives for permanent preservation.
• Ensure digital continuity of all records retained by MOD in accordance with the Public Records Act obligations.
• Implement comprehensive backup and disaster recovery plans for legacy records.
• Deliver associated KPIs and PIs.
• Lead, manage and develop staff.
• Inform future Digital Records Management policy and provide advice and assistance on digital records management to business units across the MOD.
• Represent DBS and the records function to external organisations and customers.
• Seek opportunities to learn from within and outside the team to become a records subject‑matter expert in the long term.

Behaviours

• Leadership
• Seeing the Big Picture
• Managing a Quality Service
• Making Effective Decisions
• Working Together

Success Profile

Applicants will be assessed against the Success Profile elements chosen for this campaign, with each element scored accordingly. The successful candidate will be appointed on merit. In case of a high number of applications, a sift will be conducted on the following primary and secondary elements:

• Primary: Career – Personal Statement
• Secondary: Career – Job History

During the sift, applicants will be assessed against behaviours and experience. At interview, behaviours will be re‑assessed. If exact scores occur, the order of merit will be decided by the following tie‑breakers: Leadership, Seeing the Big Picture, Managing a Quality Service, Making Effective Decisions, Working Together, then Career – Personal Statement, Career – Job History, Leadership again, and so on.

Application Dates

Application sifting will commence week commencing 25 Jan 2026. Interviews are currently taking place face‑to‑face and will be conducted mid‑February 2026. A minimum of 2 full working days’ notice will be provided for interviews. Dates are subject to business needs.

Diversity & Inclusion

The Civil Service embraces diversity and promotes equality of opportunity. The Disability Confident Scheme is available for candidates with disabilities who meet the minimum selection criteria. If you need reasonable adjustments for the recruitment process, please contact DBS‑[e-mail].

The Ministry of Defence requires all successful candidates to declare any outside interests. These declarations will be discussed following interview and prior to a formal offer. The MOD adopts a zero‑tolerance approach to unacceptable behaviours. Candidates who have been dismissed from a role for such behaviours within the last five years, or would have been dismissed had they continued, will not be considered. Pre‑employment checks will be carried out.

Sponsorship & Immigration

As a result of changes to the UK immigration rules effective 1 Jan 2021, MOD will only offer sponsorship for a skilled worker visa under the points‑based system for roles deemed business critical. This role has not been assessed as business critical and is therefore NOT open to applications from those who require sponsorship. Applications requiring sponsorship will be rejected and any provisional offer withdrawn.

Security

Successful candidates must undergo a criminal record check and meet the security requirements before appointment. The required level of security is developed vetting. People working with government assets must complete baseline personnel security standard checks.

Experience and Skills

• Experienced Information Manager with knowledge of electronic file management and document archiving systems.
• Experience of transferring historic records and mixed media into an enduring digital format for onward preservation and searches.
• Knowledge of records management and applicable statutory framework, with the ability to communicate that knowledge with authority and influence others.
• Experience of leading teams to deliver operational targets.
• Comfortable operating autonomously while liaising effectively with colleagues at main DBS sites (Bristol, London, Gosport and the North West).

Desirable

• Knowledge of historic MOD, military operations and political issues.
• Knowledge of legal and regulatory frameworks governing record keeping in a public sector environment, e.g. the Public Records Act, Data Protection legislation (DPA2018) and the Freedom of Information Act.
• Highly collaborative and flexible within a team to ensure a range of diverse tasks are completed to a high standard.
• Project management experience.
• Strong planning skills, attention to detail, and ability to coordinate several activities simultaneously to tight deadlines.
• Experience of working with other teams and groups of key stakeholders to align best practice in Records Management.

Salary & Benefits

• Salary of £46,040.
• Ministry of Defence contributes £13,337 towards membership of the Civil Service Defined Benefit Pension scheme.
• Flexible working options Monday‑Friday.
• 25 days paid annual leave rising to 30 days after 5 years of service (pro‑rata). In addition to 8 public holidays per year, leave for the King’s birthday is also provided.
• Opportunity to be considered for Reward & Recognition.
• Family‑friendly policies including parental and adoption leave.
• Learning and development tailored to your role.
• Professional and personal development of skills.
• Culture encouraging inclusion and diversity.
• Minimum of 15 days special leave in a rolling 12‑month period for volunteer reserve commitments.
• Special paid leave to volunteer up to 6 days per year.
• Civil Service pension with an employer contribution of 28.97 %.

Allowances

The post does not offer relocation expenses. The Department is conducting a review of all pay‑related allowances which could impact those allowances that the post currently advertised attracts. External recruits who join MOD who are new to the Civil Service will be subject to a six‑month probation period.

Employment Hours

This position is advertised at 37 hours per week.