Job Introduction
As a completely independent organisation, the IOPC seek to uphold the rights of the public and investigate the most serious matters, including deaths following police contact, to promote learning and influence change in policing. The IOPC is an organisation steeped in history, influenced by significant figures such as Stephen Lawrence and Sir William Macpherson. We are looking for people to uphold our core values, and in return we will give you a supportive and inclusive work environment to flourish in.
There are many opportunities to work for the IOPC outside of investigations, where your skills, experience and passion can be utilised. Within the Strategy and Corporate Services Directorate, you will find a wide variety of careers to support our organisational goals of improving confidence in policing whilst developing your own expertise.
As an Archives and Records Assistant your role will be to carry out various tasks in order to aid the IOPC in legal and statutory compliance whilst promoting best practice records management.
As an Archive and Records Assistant within the IOPC, you can expect to work in a progressive and dynamic organisation with declared and strong core values. The work will be fulfilling and offer considerable opportunities for personal growth and satisfaction
We'll assess you against these Level 1 behaviours during the selection process:
- Delivering at Pace
- Making Effective Decisions
This vacancy is using Success Profiles, to find out more, please click here.
Throughout the recruitment process we will also assess your Experience, Strengths and Values. As part of the application process, you will be asked to complete three sift questions based on the essential criteria.
This advert may close early due to high applications.
Main Responsibility
- Carry out audits and analyse findings of records across IOPC, to determine whether they should be destroyed or retained in compliance with the organisation’s retention & disposal policy, the Data Protection Act 2018 and the Public Records Act Appraisal Policy. This role will therefore require travel around the sites of IOPC.
- Using a terms of reference and key policy, determine the allegation and category a file relates to and be able to identify cases that have any links to identified government inquiries. Record details of findings and make a justifiable recommendation to retain or destroy.
- To participate in the destruction process by reviewing and analysing with a critical eye, the work of colleagues as part of the quality assurance process by dip-sampling reviewed files to ensure the accuracy of recommendations to retain or destroy.
- Meet varying deadlines and prioritise high level tasks to help the IOPC deliver objectives set out under the external audit recommendation plan. Provide training to and closely liaise with teams who need to carry out their own audits and ensure the accurate recording of relevant data in SharePoint online.
- Support teams where records need to be transferred to offsite storage or destroyed.
- Closely liaise with the wider records management team and off-site storage providers to fulfil collection requests and log data.
- Arranging and leading meetings, logging actions and following up with various members of the business.
- To action service and supply requests, in line with the records lifecycle, for staff across the organisation.
- To assist in updating policies and guidance working closely with the Deputy Documents and Records manager.
- Carrying out post audit checks such as ensuring ICO recommendations have been followed through.
- Supporting teams with other audits which are part of the ICO recommendations such as shared drive audit under direction when required.
The Ideal Candidate
- Experience of analysing, appraising and evaluating physical and electronic information and documentation to make an effective decision.
- Experience of working on own initiative, taking critical decisions within a framework of delegation and being able to justify those decisions.
- Experience of providing brief written summaries and guidance to others.
- Excellent interpersonal skills, with the ability to create and maintain key stakeholder relationships to complete tasks effectively.
- Ability to prioritise and manage a number of important tasks with varying deadlines whilst maintaining accuracy.
- Proven experience of working effectively in a team environment.
- Experience in using relevant technology – Microsoft Office applications and information management systems, with generic I.T. literacy.
- An awareness of the importance of legislation such as Public Records Act, Freedom of Information and Data Protection Act as it relates to the work of the IOPC.
- Be able to travel either by public transport or car.
Reasonable Adjustments
The IOPC is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. We are open to providing you with the tools you need to succeed, from extra time to formatting changes, to name a mere few. If you require any reasonable adjustments to our recruitment process, please email humanresources@policeconduct.gov.uk
Package Description
- 27.5 days paid annual leave (increasing with service to 32.5 days)
- Options to carry over, buy or sell annual leave
- Civil Service pension
- PAM employee assistance programme
- Access to Civil Service Sports Council (CSSC) membership
- Staff networks focused on each of the protected characteristics – run for staff, by staff
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity behaviours
Additional Information:
The IOPC is not eligible to participate in the Civil Service transfer process, therefore successful candidates will not be able to transfer to the IOPC on their existing terms and conditions.
The IOPC does not participate in the UK Visa Sponsorship Scheme therefore, candidates will have to provide evidence of their Right to Work in the UK if offered a role with us.
This role is exempt from the Rehabilitation of Offenders Act 1974, therefore a standard Disclosure and Barring Service (DBS) check will be carried out for the successful candidate during the pre-employment process.
Any move to Independent Office for Police Conduct 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
Although we are currently unable to guarantee a longer or more permanent contract, if the role can be extended or made permanent, the successful post holder may be offered the role firstly without further interview.
About the Company
As a completely independent organisation, the IOPC seeks to uphold the rights of the public and investigate the most serious matters, including deaths following police contact, to promote learning and influence change in policing. The IOPC is an organisation steeped in history, influenced by significant figures such as Stephen Lawrence and Sir William Macpherson. We are looking for people to uphold our core values, and in return we will give you a supportive and inclusive work environment to flourish in.
Be yourself
The IOPC is committed to promoting equality and valuing diversity in everything we do. Our vision is to be, and to be seen as, a leader in inclusive employment and services, demonstrating this ethos in everything that we do.
- As a silver standard Stonewall employer, we continue to commit to being a LGBTQ+ employer through the work of our Pride LGBTQ+ Staff Network, creating welcoming environments for lesbian, gay, bi and queer people.
- We are pleased to share that we are a signatory of the Business in the Community Race at Work Charter. The Charter is composed of five calls to action for leaders and organisations across all sectors.
- Being a Disability Confident employer, the IOPC is dedicated to removing the barriers for disabled people to thrive in the workplace.
- Our Staff Networks are constantly working to make the IOPC the leaders of inclusive employment, from our Allyship Programme to Welsh Language Standards and our Know the Line Policy, we are constantly seeking new ways to create an environment for all to develop and thrive.
