Defence Business Services (DBS) - DIT-KIB Records-Security and Business Management Lead

UK Ministry of Defence; Portsmouth; On-site; GBP 37,000; Full time

Job description

HMNB Portsmouth

Job Summary

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.

• 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 to you and offer a Civil Service pension with an average employer contribution of 28.97%.

Come and join the DBS community today!

Job Description

The Defence Business Services Knowledge and Information Management Records and Review Team consists of 23 records management specialists. Our role is to safeguard the corporate memory of the Ministry of Defence (MOD) by ensuring that records are reviewed and selected for preservation or disposal according to the terms of the Public Records Act and the records retention policy of MOD. By transferring records to The National Archives as well as to other nominated places of deposit (such as museums) we play an active role in unlocking the history of our nation for the public. We also play a vital role in ensuring long term national security by retaining and regularly reviewing records that are not appropriate for public release. This is an exciting opportunity to join an established team who safeguard and preserve our most important records for future generations.

What will the successful candidate be doing?

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 as well as 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. Additionally, they supervise a group of volunteer reviewers and provide ad-hoc outreach services to MOD sites and units requiring advice and guidance about the disposal of found archives.

The nature of the work and the material handled means that this is a site-based role in HM Naval Base, Portsmouth but there will be some travel involved, both to our paper storage facility at Swadlincote, Derbyshire and to other MOD sites in support of an ongoing programme of sharing our knowledge of proper records management with business units across the MOD.

This is a challenging role and you will need to be a keen learner, with the ability to consider both the immediate needs of the management of a rolling annual review program and the “big picture” of managing the MOD’s vast record holdings as we transition from the review of paper to electronic records.

Principal Tasks:

Security

• Branch Security officer ensuring all staff adhere to MOD and local security rules and regulations that apply.
• Escalate any security issues to the appropriate department when necessary and ensure any corrective action is taken.
• Liaising with the Head of Department and subject matter experts, act as the Unit Security Officer and Liaison Officer ensuring DBS KIB (Knowledge, Information and Business) remains accredited and compliant.
• Act as a Local Security Officer and Authorised Requestor for IT services.
  
  

Archive Management

Responsible for the overarching management of a MOD Records Archive (containing information of all classifications) ensuring its compliance with the process obligated under the Public Records Act.

• Responsible for ensuring that a MOD Records Archive is managed in accordance with the latest security, policy and procedures and that information is appropriately protected or retained in adherence with MOD's obligations under the Public Records Act 1958.
• Implement and ensure adherence to best practice archival processes including conservation methods and record management processes.
  
  

Business Management

• Act as Building custodian focussing on Building safety in accordance with MOD and local policies.
• Oversight and Governance of all financial approvals/payments on the Contract, Purchasing and Finance (CP&F) and Low Value Purchasing (LVP) systems. Provide scrutiny and governance advice for all purchases as appropriate and ensuring all are accurately recorded.
• Management of Business Continuity policies and procedures.
• Management of the Unit Risk Registers liaising with Departmental head to escalate risks as appropriate.
• Overseeing the management of the Archive and Preparation Team Managers to ensure performance levels specified in the MOD-DBS Service Level Agreement are met
  
  

Line management of 2 Executive Officers.

Person specification

Essential

• Knowledge of records management and applicable statutory framework with the ability to communicate that knowledge with authority in order to influence and guide others.
  
  

Desirable

• Knowledge of MOD security policies and processes.
• Demonstrable knowledge of legal and regulatory frameworks governing record keeping in a public sector environment, for example the Public Records Act, data protection legislation, the Freedom of Information Act.
• Experience of being organised with well-developed planning skills, strong attention to detail, and the ability to co-ordinate several activities in the same timeframe to tight deadlines.
• Experience of leading a team through a period of change and in identifying and implementing new processes to drive efficiencies.
• Awareness of MOD financial policies and processes.
  
  

Behaviours

We'll assess you against these behaviours during the selection process:

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

Alongside your salary of £36,530, Ministry of Defence contributes £10,582 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• An environment with flexible working options Monday-Friday
• 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years' service (pro rata). In addition to 8 public holidays per year, you will also receive leave for the King's birthday
• Hybrid working, where role permits
• An opportunity to be considered for Reward and Recognition
• Family friendly policies including parental leave and adoption leave
• Learning and development tailored to your role
• Professional and personal development of skills
• A 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
• A Civil Service pension with an employer contribution of 28.97%
  
  

Allowances

This post does not offer relocation expenses.

Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.

External recruits who join the 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.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.

Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience.

Applications Will Be Sifted On All Success Profile Elements, But In The Event Of a High Number Of Applications, An Initial Sift Will Be Conducted On The Following Success Profile Elements:

Primary: Behaviour - Seeing the Big Picture

Secondary: Behaviour - Leadership

At application stage you will be assessed against the following:

Behaviours

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

When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.

Experience

• Candidates will be required to provide CV details to include job history and previous skills and experience
• Candidates will be required to provide a Personal Statement. (Word count: 500)
  
  

Please provide information of how you meet the criteria set out in the job description. You may wish to further include examples of how you have tackled similar tasks or demonstrated the skills outlined in the job advert.

At interview You Will Be Assessed Against The Following:

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

In The Rare Case Where Individuals Have Exact Matching Scores, The Order Of Merit Will Be Determined Based On The Behaviour Scores At Interview In The Following Order:

• Behaviour - Leadership
• Behaviour - Seeing the Big Picture
• Behaviour - Managing a Quality Service
• Behaviour - Making Effective Decisions
• Behaviour - Communicating and Influencing
• Behaviour - Working Together
  
  

If Candidate Scores Are Still Exact, The Merit Order Will Then Be Determined On The Sift Score In The Following Order:

• Behaviour - Leadership
• Behaviour - Seeing the Big Picture
• Behaviour - Managing a Quality Service
• Behaviour - Making Effective Decisions
• Behaviour - Communicating and Influencing
• Behaviour - Working Together
• Career - Previous Skills
• Career - Job History
• Career - Personal Statement
  
  

We want to offer opportunities to all who are successful at interview for our roles, but this isn’t always possible, so we do hold candidates on an active reserve list for 12 months.

Application sifting to take place mid May

Interviews are currently taking place via the following method: Face to face

Interviews will be conducted late May

A minimum of 2 full working days’ notice will be provided for interviews.

We endeavour to stick to these dates, but these are subject to change around business needs.

The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: [e-mail]

MOD Recruitment Satisfaction Survey – we may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Notice sets out how we will use your personal data and your rights.

As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical.

The role currently being advertised has not been assessed as business critical and is therefore NOT open to applications from those who will require sponsorship under the points-based system. Should you apply for this role and be found to require sponsorship, your application will be rejected, and any provisional offer of employment withdrawn.

To assist with your application please find attached -

DBS Candidate Information Guide - Working for Defence Business Services - GOV.UK (www.gov.uk)

(26) UK Ministry of Defence: Life , LinkedIn

Feedback will only be provided if you attend an interview or assessment.

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

Security

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is developed vetting (opens in a new window).See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is developed vetting (opens in a new window).See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

Open to UK nationals only.

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact :

• Name : Louise Baverstock
• Email : [e-mail]
  
  

Recruitment team

• Email : [e-mail]
  
  

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact [e-mail] in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints/