Defence Business Services (DBS) CIO-KIB Records Review and Transfer Manager

at  Ministry of Defence

JOB DESCRIPTION

Are you an experienced team leader who can manage diverse stakeholders? Do you want to ensure that the history of Defence is appropriately preserved both for the Ministry of Defence’s own corporate memory and the people of the United Kingdom? DBS is looking for you!
The Defence Business Services Knowledge and Information Management Records and Review Team consists of 23 records management specialists. Our role is to safeguard the corporate memory of the Ministry of Defence (MOD) by ensuring that records are reviewed and selected for preservation or disposal according to the terms of the Public Records Act and the records retention policy of MOD. By transferring records to The National Archives as well as to other nominated places of deposit (such as museums) we play an active role in unlocking the history of our nation for the public. We also play a vital role in ensuring long term national security by retaining and regularly reviewing records that are not appropriate for public release. This is an exciting opportunity to join an established team who safeguard and preserve our most important records for future generations.
What will the successful candidate be doing?
The Records Review Team sits within the c.400 staff Digital, Information and Technology (DIT) area of DBS.
The team consists of experts in specific subject areas providing advice to colleagues across MOD as well as reviewing documents and making decisions to retain, release or dispose of records. It is an operational delivery service with review targets and key performance indicators. Additionally, they supervise a group of volunteer reviewers and provide ad-hoc outreach services to MOD sites and units requiring advice and guidance about the disposal of found archives.
The nature of the work and the material handled means that this is a site-based role in HM Naval Base, Portsmouth but there will be some travel involved, both to our paper storage facility at Swadlincote, Derbyshire and to other MOD sites in support of an ongoing programme of sharing our knowledge of proper records management with business units across the MOD.
This is a challenging role and you will need to be a keen learner, with the ability to consider both the immediate needs of the management of a rolling annual review program and the “big picture” of managing the MOD’s vast record holdings as we transition from the review of paper to electronic records.

Responsibilities will include:

• Planning and managing the first and second review of paper and electronic records.Liaison across MOD to identify new initiatives to enable digitisation of some paper records and efficient Electronic Records Review and Transfer processes.
• Ensuring that the team keeps an appropriate audit trail of review activity.
• Operating between DBS and TLBs, ensuring the review and disposal process of records within the MOD Main Archive is implemented, ensuring that procedures are followed in line with Public Records Act.
• Delivery of associated KPIs and PIs.Working with the Review Team Manager to ensure that all internal processes and procedures are kept up to date with changes in The National Archives’ rules and ensuring a culture of continuous improvement within the team.
• Leadership, management and development of staff.
• Liaison with Records Retention Advisor based at Swadlincote.
• The provision of advice and assistance on records management to business units across the MOD, including travel to other MOD sites in order to support larger records management projects.
• Representing DBS and the records function to external organisations and customers.
• Managing projects including the implementation of a new electronic records management review system, the transfer of service records to the National Archives and supporting the wider management of the MOD main archive.
• Taking opportunities to learn from within and outside the team in order to become a records subject matter expert in the long term.

EXPERIENCE

• CV
• Personal Statement - In no more than 500 words, please provide evidence of how you meet the criteria set out in the job description. You may wish to include examples of how you have tackled similar tasks or demonstrated the skills outlined in the job advert.

NATIONALITY REQUIREMENTS

Open to UK nationals only.

Responsibilities will include:

• Planning and managing the first and second review of paper and electronic records.Liaison across MOD to identify new initiatives to enable digitisation of some paper records and efficient Electronic Records Review and Transfer processes.
• Ensuring that the team keeps an appropriate audit trail of review activity.
• Operating between DBS and TLBs, ensuring the review and disposal process of records within the MOD Main Archive is implemented, ensuring that procedures are followed in line with Public Records Act.
• Delivery of associated KPIs and PIs.Working with the Review Team Manager to ensure that all internal processes and procedures are kept up to date with changes in The National Archives’ rules and ensuring a culture of continuous improvement within the team.
• Leadership, management and development of staff.
• Liaison with Records Retention Advisor based at Swadlincote.
• The provision of advice and assistance on records management to business units across the MOD, including travel to other MOD sites in order to support larger records management projects.
• Representing DBS and the records function to external organisations and customers.
• Managing projects including the implementation of a new electronic records management review system, the transfer of service records to the National Archives and supporting the wider management of the MOD main archive.
• Taking opportunities to learn from within and outside the team in order to become a records subject matter expert in the long term