Description
Job summary
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.
Our Information and Record professionals develop, implement, and continually improve the organisation’s information governance, including its information and records management policy, strategy, and processes to promote good practice and maintain compliance with statutory obligations. They ensure best practice is implemented across the organisation with regards to the use, management, and organisation of information, ensure appropriate use and facilitate access to information to maximise its value.
Our Information and Records Management Leads create networks and support change to deliver impactful change across myriad UKHSA functions and systems. A strong emphasis on practical guidance and advice, the role leads a small team focused on delivery records management that enables UKHSA across its clinical, scientific, and operational functions.
The team sits within the Information Management and Privacy (IMP) division, which works organisation-wide to develop a compliance culture that is enabled and supported by dedicated professionals. This is a key juncture in the development of the information management and privacy function, as we consolidate our working practices, work with the business and our regulators to bring about lasting organisational change and, ultimately, safeguard and uphold the reputation of UKHSA.
Job description
Information and Records Management Leads provide authoritative advice across the information and records management, support policy development, and lead the design and delivery of processes that enable staff to manage information effectively. They understand the obligations on civil servants and those working for an Executive Agency of His Majesty’s Government and play a key role in ensuring records and information are managed appropriately throughout their lifecycle.
They can lead information and records management workstreams, identifying key requirements for managing content across digital system. They assist colleagues in understanding and explain the specific requirements for their business functions, and support their alignment with broader information and records management change programmes. They support the implement of change and information and records management functionality, with a particular focus on the M365 and Exchange suite of Microsoft applications.
The Lead understands the current suite of information and records management technologies, with a particular focus on the Microsoft suite of applications and SharePoint.
Responsibilities:
Directly supports Head of Information and Records Management in providing expert advice to UKHSA, including senior leadership, on matters of Information Management and Records Management;
Engage with colleagues across government and our sponsoring Department to ensure that UKHSA understands and assesses cross-government requirements, especially the impact of ongoing changes to technology;
Develop and implement targeted information and records management business plans and change process that complement the overall organisational priorities, strategy and aims;
Support the production of information and records management policies, strategy, and delivery plans including guidance, processes, retention schedules that complement the overall organisational strategy and aims;
Lead and contribute to key programmes and change across UKHSA to ensure information management practice is embedded in the discovery, development, and delivery of change;
Provide impactful guidance, advice, and expertise to colleagues throughout UKHSA on information and records management policy, procedure, and practice;
Collaborate with stakeholders and key colleagues across UKHSA to help enable the culture of compliance to support timely engagement and informed decision making;
Coordinate and facilitate Information Management improvements for the benefit of the business, working to optimise search and retrieval of value from UKHSA’s information;
Support UKHSA teams on disclosure, litigation, inquiries, FOI requests, and other information-related queries, ensuring robust and consistent processes are in place.
Line management of other information and records management staff.
The responsibilities of Information and Records Management team include:
Development and maintenance of UKHSA information management, records management and related policies, procedures, and guidance;
Understanding UKHSA’s technology platforms and providing recommendations, advice, and insight into compliance, policy, and development for information and records management;
Assess the impact of change and technology initiatives on information and records management requirements and practice;
Engage with key partners to champion and lead a culture of compliance with information management throughout the information lifecycle;
Support the development of an achievable, impactful, and sustainable approach to the management of information across UKHSA and its requirements;
Building expert knowledge of functions, stakeholders, and requirements.
Operating at the Leader level of the GKIM Professional Skills Framework, the postholder leads in information and records management across UKHSA, they understand stakeholder needs, organisational priorities, alongside the requirements of effective information and records management.
They collaborate with colleagues within UKHSA and across government, bringing best practice and the latest insights to enable change, colleagues and the business. They develop and embed networks to help both understand and support UKHSA. They bring practical experience and expertise on information management and records management across practice and systems used by UKHSA.
They understand our stakeholders, our requirements, and our priorities. The role involves working across Government and our wider partnerships to understand stakeholder concerns, develop approaches that meet our information management requirements.
LINE MANAGEMENT
Management of Information and Records Manager (SEO) and Information and Records Officer (HEO).
This list is not exhaustive.
Person specification
Essential criteria
Extensive experience and understanding of the requirements for information management and records management in the UK Public Sector or other similar large organisations.
Professional qualification or experience in information management and records management.
Understanding and delivery of guidance and support in the context of the public sector information law (Public Records Act, Freedom of Information, Data Protection and UK GDPR), associated government standards and policy
Significant expertise in administering M365 for information management including governance, configuration, site design, and tooling
Experience in providing impactful leadership on information and records management topics;
Strong communication & stakeholder management experience including with senior leadership;
Excellent written and verbal communication skills;
An understanding of and commitment to equality of opportunity and good working relationships.
Desirable
A GKIM professional with extensive experience of Public Sector information management.
Expertise in SharePoint development and the Microsoft 365 ecosystem, including Power BI, Power Automate, and Power Apps.
Training or experience in change management or project management disciplines.
Benefits
Alongside your salary of £56,185, UK Health Security Agency contributes £16,276 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).Learning and development tailored to your role
An environment with flexible working options
A culture encouraging inclusion and diversity
A Civil Service pension with an employer contribution of 28.97%
Things you need to know
Artificial intelligence
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. Where 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 (opens in a new window) for more information on appropriate and inappropriate use.Selection process details
This vacancy is using Success Profiles and will assess your Behaviours/Experience/Technical skills.
Stage 1: Application & Sift
You will be required to complete an application form. You will be assessed on the listed 8 essential criteria, and this will be in the form of a:
Application form (‘Employer/ Activity history’ section on the application)
1500 word supporting statement.
This should outline how you consider your skills, experience and knowledge provide 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 be advised you 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.
In the event of a large number of applications we will longlist into 3 piles of:
Meets all essential criteria
Meets some essential criteria
Meets no essential criteria
If used, the pile ‘Meets all essential criteria’ will proceed to shortlisting.
In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:
Extensive experience and understanding of the requirements for information management and records management in the UK Public Sector or other similar large organisations.
Desirable criteria may be used in the event of a large number of applications/large amount of 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
You will be invited to a single remote interview.
Behaviours/Experience/Technical skills will be tested at interview.
The technical skill and ability will be the use of M365 tooling to deliver information and records management practice on a current issue.
The candidate will be asked to prepare a short presentation on the topic of “using M365 technology to empower staff’s records and information management, covering how technology can help them reduce their digital heap". They will use three slides to set out your objective, your support offer, and what you are asking staff across UKHSA to do. More information will be provided to those invited to interview.
The Behaviours tested during the interview stage will be:
Changing and improving (Lead Behaviour)
Making effective decisions
Leadership
Communicating and influencing
Delivering at pace
Interviews dates are to 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 remote working role.
Security Clearance Level Requirement
Successful candidates must pass a basic disclosure and barring security check before they can be appointed.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Baseline Personnel Security Standard.
Eligibility Criteria
External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
Salary Information
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.
Grade 7
£56,185- £66,581 (National)
£58,340- £68,574 (Outer London)
£60,494- £70,566 (Inner London)
Qualifications and Registrations
For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.
Future location
UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK
The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.
Reasonable Adjustments
The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs.
You can find out more information about reasonable adjustments across the Civil Service here: Reasonable Adjustments , Civil Service Careers
International Police check
If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.
Internal Fraud Check
If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for external candidates to the Civil Service.
Careers website
Please visit our careers site for more information UKHSA Hub , Civil Service Careers
Feedback will only be provided if you attend an interview or assessment.Security
Successful candidates must undergo a criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.Nationality requirements
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)
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)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.Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).Apply and further information
The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).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 : Timor Miakhel
Email : timor.miakhel@ukhsa.gov.uk
Recruitment team
Email : recruitment@ukhsa.gov.uk
Further information
The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact the UKHSA Complaints team via email at: Complaints@ukhsa.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission. Visit the Civil Service Commission website for further information: Home - Civil Service Commission