Information and Records Manager, Archives and Public Records
The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.
UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will:
- Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security
- Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health
- Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks
- Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise
- Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities.
Job overview
In the Information Management and Privacy team, we are evolving a progressive function that consolidates information governance capability across UKHSA, working organisation-wide to develop a compliance culture that is enabled and supported by dedicated professionals.We provide UKHSA with the skills and expertise to ensure our information assets are governed. This is an exciting time to join the organisation and our collaborative and supportive team, in an environment that values your personal and professional development.
Our Information and Records Managers develop, implement, and continually review and refine the organisation’s information governance, including its records management strategy, policy, and processes to promote good practice and maintain compliance with statutory obligations.
They provide accessible, impactful guidance to support colleagues across the organisation in delivering information and records management. They enable the design, development, and delivery of processes and functionality to make information and records management an impactful process for all our staff.
They lead our organisation’s management of records and information. They provide expertise and guidance to the organisation in respect of record handling, information and record lifecycle management and the development and interpretation of policy.
Main duties of the job
The Information and Records Management – Archives and Public Records understands UKHSA’s current and future requirements for information and records management especially around paper and legacy records.
They operate at the Practitioner level of the Government Knowledge and Information Management (GKIM) Professional Skills Framework. They collaborate with teams and networks across 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.
Identify, discuss, and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events;- Engage with the GKIM professional body on behalf of yourself, UKHSA and colleagues;
- Share experience of learning and development activities;
- Ensure a consistent level of business knowledge within the team and that this knowledge is applied effectively;
- To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training;
- If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.
Working for our organisation
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
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
Detailed job description and main responsibilities
The Information and Records Manager will support information asset owners in meeting responsibilities, working closely with Information Assurance and Information Technology colleagues. This role has an emphasis on the management of legacy records and public records, including paper records and will support the team’s strategic vision for improving compliance through the necessary identification, archiving, cataloguing and disposition review for assessing records for permanent preservation or other disposal methods.
Other responsibilities will be to:
- Support the Information and Records Lead and broader information and records management team in providing expert advice to the Agency on matters of Information and Records Management, policy, procedure, and practice with a particular focus on retention, long-term requirements, and paper records.
- Support the UKHSA’s compliance with the 20-Year Rule as it applies to the Public Records Act 1958 and the development and implementation of relevant established policy, processes, and standards.
- Deliver and manage UKHSA’s contracted off-site storage and ensure that paper records are routinely transferred when not in use and support UKHSA’s on-site storage of paper records.
- Support processes and practice for the transfer of paper and digital records to the National Archives for permanent preservation.
- Work with Subject Matter Experts across the Agency to identify and manage records with long-term retention and act as a key point of contact for physical records.
- Contribute to the UKHSA information and records management policy suite, including guidance documents, retention schedules, review processes and destruction standards.
- Lead on initiatives outlined in information and records business plans that complement the Agency’s overall organisational strategy and aims.
- Liaise and maintain good working relationships with key stakeholders across the Agency including but not limited to: Public Inquiry team, Legal team, Information Rights team, Information Management & Privacy team.
- Contribute to increasing organisational knowledge on information and records Management and promote the work of the team across UKHSA.
If successful you must hold, or be willing to obtain, security clearance to SC level. More information about the vetting process can be found here.
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 external to UKHSA. This will include:
InternalSenior Information Risk Owner
Information Asset Owners and Managers
Technology / ICT providers
Protective Security and Cyber Security
Facilities and Estates
Public Inquiry and Legal teams
Commercial and Contract Management teams
Data Protection Officer
Information Rights teams
Wider Information Management & Privacy team
Change management and change programmes
ExternalThe Agency’s off-site storage provider
DHSC Information Risk Management and Assurance Directorate
Cross-Government professional communities
The National Archives
Organisations within the Public Health and Health Security industries
You will be assessed on the below 13 essential criteria, which have been selected from the Job Description
Essential Criteria:
- Experience working with information and records
- Experience in delivering operational information and records management policy, procedure and practice
- Experience in management of Records Retention & Disposal policies and processes
- Experience in managing paper records and/or working with archives
- Experience of working within the framework of the Public Records Act 1958 and ICO Code of Practice for management of records, and the management of records with long-term retention
- Knowledge of record cataloguing requirements and standards
- Expert Microsoft Office user
- Excellent written and verbal communication skills
- Stakeholder engagement/communication experience
- Excellent teamworking skills
- GKIM Professional at level Practitioner or above as per the GKIM skills framework for Government
- An understanding of and commitment to equality of opportunity and good working relationships.
- Skills or qualifications necessary in the context of or against the framework
Selection Process Details:
This vacancy is using Success Profiles and will assess your Behaviours, Experience, Strength, Ability and Technical skills
Stage 1: Application & Sift
Success profiles
You will be required to complete an application form. You will be assessed on the above listed essential criteria, and this will be in the form of a:
- Application form (‘Employer/ Activity history’ section on the application)
- 1500 word Statement of Suitability.
This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.
The Application form and Statement of Suitability will be marked separately, and you must complete to move forward to interview.
Please do not exceed 1500 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview (success profiles)
You will be invited to a (single) remote interview.
Behaviours will be tested at interview.
The Behaviours tested during the interview stage will be:
- Communicating and Influencing
- Delivering at Pace
- Changing and Improving
- Making effective decision
You will be asked to prepare and present a 5-10 minute presentation on management of physical legacy records. The subject of this will be sent to you prior to interview
Your technical abilities will be asked within the behaviour questions.
Interviews will be held week commencing 27/01. Please note, these dates are subject to change.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).
Security Clearance Level Requirement
Successful candidates must pass a disclosure and barring security check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Security Clearance,Location
This role is being offered as hybrid working. We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce.As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at one of UKHSA's core HQ’s (Birmingham, Leeds, Liverpool, and London)
Person specification
Application form
Essential criteria- Application form
Statement of Suitability
Essential criteria- Statement of Suitability
Behaviours
Essential criteria- Communicating and Influencing
- Seeing the bigger picture
- Changing and improving
- Making effective decisions
IMPORTANT - PLEASE READ
Your application may be rejected and/or you may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own.
This is a Non-Reserved post under the Civil Service Nationality Rules. To be eligible for employment in the UK Civil Service applicants must meet the Civil Service Nationality Rules (CSNRs) which operate independently of and additionally to the Immigration Rules.Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks.
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
For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window)
For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase.Either case is determined by whichever is the highest.
The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment.
For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary.
For Temporary Appointments, if you are not currently a civil servant, you will take up the post on a Fixed Term appointment. You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree.You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy.
Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.
Late Applications will unfortunately not be considered.
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 equality of opportunity. 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 UKHSA Public Accountability Unit via email: [email protected] 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 here.
Reserve List - If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.
Interview expenses will not be reimbursed.
UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more.
If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.
Benefits of working at UKHSA include:
- Generous annual leave:
- 26 days for the first 5 years of continuous service
- 28 days after 5 years of continuous service
- 32 days after 10 years of continuous service
- Plus public holidays and one privilege day for the King’s birthday
- Access to a generous Defined Benefit pension scheme with employer contributions.
- Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
- Access to a retail discounts and cashback site.
- We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
- We also offer a generous maternity/ paternity and adoption leave package.
Hybrid Working
UKHSA operates a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce.
As a hybrid worker, you will usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home.
Disability Confident Scheme
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria at sift to ensure these candidates are invited to interview.If you wish to be included in this scheme please tick the box on your application form.
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 take into account 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: https://www.civil-service-careers.gov.uk/reasonable-adjustments/
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 could be time accrued over that period.