Information and Records Management Officer
Job summary
The Information Management and Privacy team are embedding a dynamic new function that consolidates information governance capability across UKHSA,working organisation wide to develop a compliance culture supported by dedicated professionals. This is an important stage in the development of thefunction, as we work with the business and our regulators to bring about lasting organisational change.
This is an exciting time to join the organisation, as we have large scale programmes underway, with this fixed term contract providing an opportunity to support both business-as-usual and key information and records management programmes over an 18-month period.
As an Information & Records Management Officer, you will enable, review, and refine the organisation's information governance. With an emphasis on implementing information and records management good practice, processes, and policy especially in our M365 and other digital environments. Supporting colleagues within the IRM team, you will also be a crucial partner of key colleagues across UKHSA enabling the day-to-day information and records management. Providing expertise and insight to the organisation, you will also understand staff requirements for guidance and support.
Your skill and experience allow you to evaluate requirements and help build solutions
Main duties of the job
- Support the Information & Records Management team in providing expert advice to the Agency on matters of Records and Information Management.
- Contribute to the UKHSA Information and Records management policy suite, including guidance documents, training provision, and processes.
- Engage with colleagues across government and in our sponsoring Department to ensure that UKHSA understands and assesses cross-governmentrequirements and the impact of changes in platforms and technology
- Provide impactful guidance, advice, and expertise to colleagues throughout UKHSA on information and records management policy, procedure, andpractice;
- Provide expert advice on the management of information and records on key systems such as M365 and Exchange;
- Coordinate and facilitate Information and Records and Management improvements for the benefit of the business, working to optimise search and retrievalof information
- Liaison with other UKHSA teams on disclosure, litigation, inquiry, FoI, and other queries.
- Collaborate with stakeholders and key colleagues across UKHSA to help enable the culture of compliance
About us
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.
UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.
Please visit our careers site for more information https://gov.uk/ukhsa/careers
Job description
Job responsibilities
The UKHSA Records & Information Management Officer supports Information Management and Records Management in the organisation. They provideexpertise, advice, and guidance to staff across the Agency in all areas of Information. Operating at the Practitioner level of the Government Knowledge andInformation Management Professional Skills Framework. They collaborate with teams and networks across the Agency to understand stakeholder concerns,build consensus and improve compliance to create an Information and Records Management culture.
KEY WORKING RELATIONSHIPS The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and externalto UKHSA. This will include:
Internal
- Senior Information Risk Owner
- Information Asset Owners
- Technology / ICT providers
- Lessons Identified & any Public Inquiry Preparation Team
- Information Rights teams Wider Information Management, Data Governance & Privacy team
- Contracting and contract management colleagues
- Change management and change programmes
External
- DHSC Information Risk Management and Assurance Directorate
- Cross-Government professional communities
- The National Archives
This is not an exhaustive list.
Essential & Desirable Criteria
- Experience working with information and records, ideally around the public sector legal and policy framework
- Significant expertise in administering M365 for information management
- Ability to understand, use, and explain M365 technical functionality for impactful information and records management practice
- Assessing colleagues needs and training requirements and helping them improve and develop
- Experience at the Practitioner level of the GKIM Professional Skills Framework or the equivalent
- Stakeholder engagement / communication experience
- Expert M365 user
- Excellent written and verbal communication skills
- An understanding of and commitment to equality of opportunity and good working relationships
Desirable:
- Experiencing in providing impactful guidance on information and records management topics
- SharePoint Developer and experience with advanced M365 tools such as PowerAutomate, PowerBI, and PowerApps
- Change delivery experience
Selection ProcessDetails(Success Profiles)
Stage 1 Application & Sift
This vacancy is using SuccessProfiles andwill assess your Behaviours/Experience/Technical skill
Success profilesSuccess Profiles - GOV.UK
You willbe requiredto complete an application form. You will be assessed onthe listed9 essentialcriteria,and this will be in the form ofa:
-
Application form(Employer/ Activity history section on the application)
-
1000 wordsupporting statement.
This should outline how you consider your skills,experienceandknowledgeprovide evidence of your suitability for the role, with reference to the essential criteria.
You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V please beadvisedyou will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.
HealthjobsUK has a word limit of 1500, but your supporting statement must be no more than1000 words. We will not consider any words over1000 words.
Longlisting:
In the event ofa large number ofapplicationswewilllonglistinto 3 piles of:
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Meets all essential criteria
-
Meets some essential criteria
-
Meets no essential criteria
The pile Meets all essential criteria' willproceedto shortlisting.
Shortlisting:
In the event ofa large number ofapplications wemay conductan initialsift, on the lead criteria of:(one or more essential criteria or a lead behaviour if usingbehaviourstatements).
-
Experience working with information and records, ideally around the public sector legal and policy framework
Desirable criteria maybeusedin the event ofa large number ofapplications/largeamountof successful candidates
If you are successful at this stage, you will progress to interview & assessment. Feedback will not be provided at this stage.
Stage 2:Interview
Success profilesSuccess Profiles - GOV.UK
You will be invited to a singleremoteinterview
Behaviours/Experience/Technical skillswill be tested at interview
There will be a Presentation, this will be used to check technical skills. The details of which are '5-10 minute presentation, you will be asked to prepare a short presentation providing an example of a records management challenge they resolved, how they used the M365 platform to deliver that change, and the key challenges and lessons learnt.'
The Behaviours tested during the interview stage will be:
- Changing and Improving (Lead Behaviour)
- Leadership
- Communication and Influencing
- Working Together
- Delivering at Pace
Interviewsdates areto be confirmed. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Location
This is a homeworking role.
Salary Information
Higher Executive Officer (HEO):
- National HEO: £33,422 - £40,731
- Outer HEO: £35,587 - £43,244
- Inner HEO: £37,749- £45,353
Salary is subject to homeworking location.
If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.
Security Clearance Level Requirement
Successful candidates must pass a basic disclosure and barring security check before they can be appointed.
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).
Person Specification
Application form and Supporting Statement
- Application form and Supporting Statement
Behaviours
- Changing and Improving (Lead Behaviour)
- Leadership
- Communication and Influencing
- Working Together
- Delivering at Pace
Presentation
- The candidate will be asked to prepare a short presentation providing an example of a records management challenge they resolved, how they used the M365 platform to deliver that change, and the key challenges and lessons learnt.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
UK Health Security Agency
Address
Homeworking
Homeworking
E14 4PU
United Kingdom
Employer's website
https://www.gov.uk/government/organisations/uk-health-security-agency