Defence Business Services (DBS) - DIT-KIB Record Reviewer - #145909

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%. Where your role permits, we support a blended working approach alternatively known as hybrid working.

This is a site based role in Portsmouth and due to the nature of the work reviewing hardcopy records we are unable to offer hybrid working.

Come and join the DBS community today!

https://youtu.be/gUw0ToaRGgk

Job Description

Reviewers are responsible for undertaking the review of the Departments records to ensure that the MoD complies with the Public Records Act and the Freedom of Information Act, as well as the General Data Protection Act. The Public Records Act requires Departments to identify and select for permanent preservation information of historical value and to ensure their transfer into the custody of The National Archives (TNA). This is achieved by reviewers identifying:

• Those records which are likely to be required by the Department for business and accountability purposes and ensuring they are retained, in accordance with legislation, for only as long as necessary.
• Those records (or elements of records) selected for TNA which remain sensitive and which should not be released to the public prematurely.
  
  

The post holder will be expected to carry out the following range of duties:

• To Review paper and electronic records as directed by line management and to make recommendations for their permanent preservation, retention, or destruction. This involves: i. The identification and requisition of records from the appropriate archives. ii. Identifying those records which are likely to be required by the Department for business, legal and accountability purposes and ensure that they are retained in accordance with legislation, for only as long as necessary. iii. Identifying those records that should be permanently preserved at TNA. iv. Identifying records which although selected for preservation at TNA remain sensitive and should not be released to the public prematurely citing appropriate FOI exemptions.
• Completion of the necessary records to support the decision;
• If necessary, identifying the sensitive parts of the record in preparation for extraction/redaction process;
• Allocating the record, a TNA class and electronically drafting the appropriate entry for the TNA catalogue;
• Disposing of the file in accordance with the authorised decision of the team leader (either onward transmission to TNA for permanent preservation, return to the Archives for destruction or administrative retention if less than 20 years old, or for the appropriate Retention Instruments to be applied for – redaction or retention due to sensitivity);
• Liaison with Departmental and Non-Departmental bodies in support of the above.
• Occasional visits to MOD Main Archive, Swadlincote for bulk review tasks.
  
  

Responsibilities

Reviewers are responsible for undertaking the review of the Departments records to ensure that the MoD complies with the Public Records Act and the Freedom of Information Act, as well as the General Data Protection Act. The Public Records Act requires Departments to identify and select for permanent preservation information of historical value and to ensure their transfer into the custody of The National Archives (TNA). This is achieved by reviewers identifying:

• Those records which are likely to be required by the Department for business and accountability purposes and ensuring they are retained, in accordance with legislation, for only as long as necessary.
• Those records (or elements of records) selected for TNA which remain sensitive and which should not be released to the public prematurely.
  
  

The post holder will be expected to carry out the following range of duties:

• To Review paper and electronic records as directed by line management and to make recommendations for their permanent preservation, retention, or destruction. This involves: i. The identification and requisition of records from the appropriate archives. ii. Identifying those records which are likely to be required by the Department for business, legal and accountability purposes and ensure that they are retained in accordance with legislation, for only as long as necessary. iii. Identifying those records that should be permanently preserved at TNA. iv. Identifying records which although selected for preservation at TNA remain sensitive and should not be released to the public prematurely citing appropriate FOI exemptions.
• Completion of the necessary records to support the decision;
• If necessary, identifying the sensitive parts of the record in preparation for extraction/redaction process;
• Allocating the record, a TNA class and electronically drafting the appropriate entry for the TNA catalogue;
• Disposing of the file in accordance with the authorised decision of the team leader (either onward transmission to TNA for permanent preservation, return to the Archives for destruction or administrative retention if less than 20 years old, or for the appropriate Retention Instruments to be applied for – redaction or retention due to sensitivity);
• Liaison with Departmental and Non-Departmental bodies in support of the above.
• Occasional visits to MOD Main Archive, Swadlincote for bulk review tasks.
  
  

Person specification

The Ideal Candidate Must Be

• Organised and familiar with records both paper and electronic.
• Proficient in the use of Microsoft 365, predominantly Outlook, Excel and Word.
• You will have the opportunity to develop skills and knowledge required across the full range of review tasks.
• Some travel is required so a driving licence is desirable, though not compulsory.
• The role will include some manual handling.
  
  

Behaviours

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

• Leadership
• Seeing the Big Picture
• Making Effective Decisions
• Working Together
• Communicating and Influencing
  
  

Alongside your salary of £29,580, Ministry of Defence contributes £8,569 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 & 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.

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.

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.

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 - Leadership

Secondary: Behaviour - Seeing the Big Picture

At application stage, you will be assessed against the following:

Behaviours

• Leadership
• Seeing the Big Picture
• Making Effective Decisions
• Working Together
• Communicating and Influencing
  
  

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; qualifications and previous skills and experience.
• Candidates willl be required to provide a Personal Statement In no more than 500 words, please detail your experience of the following:
  
  

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. Please include detail of desired/essential criteria.

At interview stage, you will be assessed against the following:

Behaviours

• Leadership
• Seeing the Big Picture
• Making Effective Decisions
• Working Together
• Communicating and Influencing
  
  

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

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 - Making Effective Decisions
• Behaviour - Working Together
• Behaviour - Communicating and Influencing
  
  

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

• Career - Previous Skills
• Career - Personal Statement
• Behaviour - Leadership
• Behaviour - Seeing the Big Picture
• Behaviour - Making Effective Decisions
• Behaviour - Working Together
• Behaviour - Communicating and Influencing
• Career - Qualification Details
• Career - Job History
  
  

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 week commencing the 30th of June and interviews to be conducted the week commencing the 13th of July.

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

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: [email protected]

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 : [email protected]
  
  

Recruitment team

• Email : [email protected]
  
  

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 [email protected] 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/