Job Introduction
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.
The Corporate Records Management team are responsible for how the organisation manages one of its critical assets - Documents and Records. A large part of the work they carry out at the IOPC, generates data and information which is stored in the form of records. As a public body, data and information is the IOPC’s tangible commodity that represents its value and purpose.
We'll assess you against these Level 1 behaviours during the selection process:
- Seeing the Big Picture
- Making Effective Decisions
- Communicating and Influencing
- Delivering at Pace
- Working Together
This vacancy is using Success Profiles, to find out more, please click here.
Throughout the recruitment process we will assess your Experience, Strengths and Values. As part of the application process you will be asked to complete four sift stage questions based on the essential criteria.
We reserve the right to close this advert early if a high number of applications is received.
Main Responsibility
- To review documents and records the IOPC holds in all formats and analyse content to make recommendations in line with the organisational Retention and Disposal Policy to ensure compliance across the organisation
- Provide written summaries and justifiable recommendations for records reviewed in line with retention criteria and guidance provided
- Update the relevant technical systems (e.g. case management system and archive catalogue), ensuring that any changes made to the location of records and other relevant metadata are accurately recorded to maintain integrity and accessibility of records
- Support the Corporate Records Management (cRM) team to retrieve material from the storage and external supplier in line with department priorities
- Ensure all material is handled in line with policies and allocated to the appropriate locations to facilitate correct disposal or accessibility in the future
- Please note: Assessing hardcopy legacy information involves moving boxes up to 15kg with the use of manual work positioner tool
- Participate in the destruction process by reviewing electronic inventories and analysing with a critical eye the work of colleagues as part of quality assurance and dip-sampling processes to ensure the accuracy of retention and disposal recommendations
- Action service and supply requests, in line with the records lifecycle, for staff across the organisation. This involves the use of e-forms, email mailbox maintenance, communicating to stakeholders across all offices and liaising with our external storage providers
- Provide an effective service to the wider business as part of this team, seeking to align processes with international Records Management standards and regulations whilst maintaining good communication and relationships with colleagues across the IOPC
- Support the cRM team with assessment work in line with Public Records Act 1958 responsibilities
- Help to promote the work of the team and good records management practice through involvement in learning sessions, knowledge sharing and providing support with updates to training and guidance material when required
- Meet with the Team Co-ordinator and Line Manager on a regular basis to discuss recommendations and alert management to any cases that may be of interest to government inquiries
- Support the cRM team completing other duties as required (e.g. minute taking and working group participation).
Recommendations made by the post holder may have an impact on the reputation of the IOPC and compliance with relevant legislation such as Freedom of Information and Data Protection. Therefore, a high level of accuracy is required both in the initial review of records and the quality assurance phase of the process. Final decisions to retain or destroy will be taken on the recommendations made by the post holder and the post holder must be able to justify their recommendations to retain or destroy both pre and post destruction.
The Ideal Candidate
- Experience of analysing, appraising and evaluating physical and electronic material and documentation.
- 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.
- Experience of working to tight deadlines whilst maintaining accuracy.
- Experience of dealing with internal and external stakeholders to complete tasks successfully.
- Proven experience of working effectively in a team environment.
- Experience in using relevant technology – Microsoft Office applications and information management systems.
- An understanding of the importance of legislation such as GDPR and Public Records Act as it relates to the work of the IOPC.
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.
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.
Any move to the 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
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.
