Job Introduction
As Records Assistant you will contribute to the Data and Information Strategy by:
Assessing material against a set criterion, identifying any links to government inquiries and applying knowledge in line with Public Records Act 1958 responsibilities in summarised findings.
Appraisal of hardcopy and electronic records, making recommendations as to whether records should be retained or destroyed in compliance with the IOPC Retention and Disposal Policy.
Participating in the disposal processes by conducting quality assurance checks and case management system admin to ensure the accuracy of records and recommendations.
We'll assess you against these Level 1 behaviours during the selection process:
- Making Effective Decisions
- Delivering At Pace
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 two Behavioural and two Experience based questions based on the essential criteria. Behviours assessed at Interview stage will be disclosed to shortlisted candidates.
Anticipated assessment and interview dates will be from 22nd October 2024.
Main Responsibility
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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
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Provide written summaries and justifiable recommendations for records reviewed in line with retention criteria and guidance provided
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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
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Support the Records Management (RM) team to retrieve material from the storage and external supplier in line with department priorities
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Ensure all material is handled in line with policies and allocated to the appropriate locations to facilitate correct disposal or accessibility in the future
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Please note: Assessing hardcopy legacy information involves moving boxes up to 15kg with the use of manual work positioner tool
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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
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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
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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
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Support the RM team with assessment work in line with Public Records Act 1958 responsibilities and other activities such as box listing, and file packaging
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Contribute and support any audits of digital records or physical material, e.g. shared drives audit; records management in M365; migration to other systems and the EDRMS; utilising tools such as DROID or treesize reporting where appropriate
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Support and contribute work in relation to transfer of records on removable media processes and support RM lead on digital transformation/digital by design work as required
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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
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Support RM team with compliance checks when required
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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
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Support the RM team completing other duties as required (e.g., minute taking and working group participation)
The Ideal Candidate
Essential Experience
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Experience of analysing, appraising and evaluating physical and electronic material and documentation
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Experience of providing brief written summaries and guidance to others
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Experience of working to tight deadlines whilst maintaining accuracy
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Proven experience of working effectively in a team environment
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Experience in using relevant technology – including Microsoft 365 applications and information management systems
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An understanding of the importance and ability to apply legislation such as GDPR and Public Records Act as it relates to the work of the IOPC
Desirable
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Experience of dealing with internal and external stakeholders to complete tasks successfully
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Experience of working on own initiative, taking critical decisions within a framework of delegation and being able to justify those decisions
The role requires clearance to BPSS level.
National security vetting: clearance levels - GOV.UK (www.gov.uk)
Reasonable Adjustments
- Extra time for presentations or interview questions
- Formatting changes such as colours for text or background on written assignments
- Questions presented in writing during interviews
If you require any reasonable adjustments to our recruitment process, please email Recruitment@policeconduct.gov.uk
#IND
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
- Civil Service maternity leave package
- PAM employee assistance programme
- Access to Civil Service Sports Council (CSSC) membership
- Cycle to work scheme
- Opportunity to enjoy the latest home and electronics in a more affordable way provided by Vivup
- Car Leasing Scheme
- Staff networks focused on each of the protected characteristics – run for staff, by staff: Enable Network, Welsh Network, Pride and LGBTQI+ Network, Sex and Family Network, Race, Religion and Belief Network
- 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.
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
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.
Positive Action: Positive action as detailed in the Equality Act 2010, allows us to use measures designed to help improve equality in the workplace, and create a level playing field for all, whilst still employing everyone based on merit. Our workforce profile data shows that people who identify as black, Asian and minority ethnic are under-represented at the IOPC.
For this role – should we have a situation where multiple candidates have achieved the highest score and one identifies as black, Asian or minority ethnic, by using positive action, we can select that candidate for the role, therefore improving this area of under-representation at the IOPC. We will only use positive action in this way where the highest scoring candidates have all scored equally, at the final assessment stage, and above our required threshold.
Emotional Consideration:
In performing this role, you may have occasional exposure to distressing material which will likely be impactful, traumatic and challenging. Given the nature of the work, it is also possible that you will have contact with individuals who are experiencing extreme distress. The IOPC recognises this and offers all staff a range of wellbeing provisions, including TRiM (Trauma Risk Management) peer-to-peer support, a dedicated Wellbeing Advisor, and access to free confidential counselling. All staff are strongly encouraged to proactively access and engage with the support available. If you would like to speak about this element of the role with somebody already doing similar work at the IOPC, please contact humanresources@policeconduct.gov.uk and this can be arranged.
Rydym yn croesawu ymgeiswyr i ymgeisio am rolau trwy gyfrwng y Gymraeg fel eu dewis iaith.
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.
