Job Introduction
As a Records Manager, you will be welcomed into a dynamic and inclusive directorate team working towards delivering the Organisational Data Strateg. The IOPC is on a journey to develop its culture, perspectives and ethos to support the organisation’s core outcomes and this is your opportunity to enter into the varied world of IOPC records management, allowing you to develop your mindset and approaches to contribute to improving the police complaints system in England and Wales.
The post holder will report to the Head of Data and Information and lead the IOPC’s corporate Document & Records management function (including archive and records team). They will play a critical role in delivering the Organisational Data Strategy and lead the processes for master data management. The role will do this by being responsible for ensuring:
- the IOPC’s strategies and policies for archive and records and document management including those for archive and retention are fit for purpose, reflect best practice and comply with legislation and the IOPC’s information management, strategy and security policies.
- that processes and systems that support archive, records and document management are continually fit for purpose.
- supporting and enabling IOPC business functions to undertake efficiently and effectively archive, records and document management.
- work with external suppliers and bodies to fulfil the IOPC responsibilities with Document and record management produces and practices.
- Line management for the Records Managers, Hillsborough Archivist, and oversee the IOPC archive and records functions.
Act as the Deputy Departmental Records Officer with responsibilities for managing the transfer of records to the National Archives, including early transfer, acting as a conduit with the National Archives
We'll assess you against these Level 3 behaviours during the selection process:
- Changing and Improving
- Making Effective Decisions
- Managing a Quality Service
- 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 IOPC Values. As part of the application process, you will be asked to complete a statement of suitability based on the essential criteria.
Anticipated assessment and interview dates are the week commencing the 21st of October.
We reserve the right to close this advert early if a high number of applications is received.
Main Responsibility
- Strategic lead on development of policies and guidance documents as they relate to Records Management ensuring that they meet the IOPC’s needs and are compliant with relevant standards, best practice, and pan-government directives.
- Provide expert advice on records management to Senior Management, including scanning the horizon to engage the Senior Management on current and future developments to ensure legal compliance and adoption of best practice. Actively seek out relevant developments within the records management profession, e.g. developments in AI technology
- Responsible owner for the development of records management strategy, road map and business plan, identifying performance measurements requirements, and linking to overarching data strategy.
- Acting as SRO or business lead on programmes/projects in relation to records management activity, for example acting on external audits where appropriate.
- Act as the Deputy Departmental Records Officer taking the lead on Public Records Act compliance, providing expert advice, and associated liaising with the National Archives and Advisory Council where required, and lead on FOI 46 code of practice compliance.
- Deputise for the Head of Data and Information, when required, within their area of responsibility.
- Nominated individual within budget delegation able to sign off spend up to agreed limit.
- Develop and conduct initiatives to support the drive towards digital transformation when relevant for document and records.
- Lead on records management maturity assessment within the IOPC.
- Represent and chair record management at relevant internal and external boards and meetings.
- Maintain effective Records Management, systems and processes for managing paper and electronic archives.
- Draft and publish guidance documents to assist service users in understanding Records Management processes.
- Organise and execute the IOPC destruction and deletion process.
- Organise and manage governance for supporting and embedding Record management best practices; including naming convention; Taxonomy, business classification scheme, retention and disposal scheme, social network records etc.
- Participate in specifying, managing, and assuring the IOPC’s electronic and paper archive management processes and systems including Supporting devolved responsibilities in other IOPC directorates and functions.
- Manage the Deputy Documents and Record managers, Hillsborough Archivist, and oversee the archive team co-ordinator, archive team members, and cataloguing Archivists.
- The effective management of Documents, Records and Archive across all IOPC directorates and offices including management of file movements and their retention and destruction.
- To establish and manage a team to review the IOPC Archive to discover material that may be relevant to government inquiries and major investigations.
- To be the SME, providing advice, guidance and direction as required for queries to support Lawyers and Operational colleagues with regard to matters that arise from the records and documents management (archive review).
- Work cooperatively, communicate and consult with colleagues across the IOPC in order to maintain effective working relationships. Support IAO activities related to the information assets held by the IOPC’s corporate and local systems ensuring all assets are managed in accordance with the IOPC’s information management, information assurance and records management policies.
- Advise and support the devolved archive manager for the Hillsborough investigation, as necessary.
- Manage third party archive providers and associated contracts including their performance and costs.
- Liaise, as necessary, with relevant technical authority and government policy makers to ensure compliance.
- Support the work of colleagues in areas concerning information management such as ICT architects, FOI/DPA, KIM, Security, quality etc in particular assisting, as required, at specific training including IAO training day and annual security briefings as far as they relate to Archive and Records Management.
- Any duties and responsibilities should be carried out in accordance with agreed IOPC policies and procedures.
- Any other relevant duties appropriate to the grade as may be required.
The Ideal Candidate
Essential Experience
- Managerial experience with leadership experience operating within the field of documents and records management.
- Knowledge and experience implementing ISO 15489 and document, record management best practice and the document lifecycle.
- Experience of managing electronic document and record management systems
- Experience writing and maintaining corporate record management polices and procedures.
- Experience of digital transformation at a corporate level
- Experience in writing reports.
- Experience and understanding of Public Records Act requirements, including sensitivity review, and cataloguing archive cataloguing standards and principles – and leading teams within this work.
- Experience of working to tight deadlines and adjusting working practices accordingly.
- Knowledge/experience of Information management and knowledge management practises
- Knowledge of relevant legislation, standards, and procedures in relation to collections management, and adapting to policies and guidance
- Experience of working with information within a Data Protection and Freedom of Information environment.
Desirable
- Experience of undertaking large scale destruction of records
- Working within a public organisation
- Experience of project management methods such as prince2
- Managing and working with external suppliers
- Relevant qualification in FOI
- Records management/archive qualification
The role requires a Basic DBS check
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
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
- Age 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.
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 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
In line with the IOPC Recruitment and Selection Policy, we recommend that internal colleagues make an early application within the first seven days, so that we can see if there is enough interest within the organisation to keep the role internal for the full advert live period. Remember, we will review the number of applications after the first seven days and the role may be advertised externally after this period. See the Recruitment and Selection Policy or Guidance for further information.
Emotional Consideration:
In performing this role, you may have occasional exposure to distressing material which will likely be impactful, traumatic and challenging. 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 recruitment@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.
