Location

Warrington

About The Job

Job summary

As Records Assistant you will have the opportuity to dorectly contribute to the Data and Information Strategy.

Job Description

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.   

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 Records Management (RM) 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 RM team with assessment work in line with Public Records Act 1958 responsibilities and other activities such as box listing, and file packaging 
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  
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 
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 
Support RM team with compliance checks 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 RM team completing other duties as required (e.g., minute taking and working group participation)

Person specification

Essential Experience

Experience of analysing, appraising and evaluating physical and electronic material and documentation 
Experience of providing brief written summaries and guidance to others 
Experience of working to tight deadlines whilst maintaining accuracy 
Proven experience of working effectively in a team environment 
Experience in using relevant technology – including Microsoft 365 applications and information management systems 
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

Experience of dealing with internal and external stakeholders to complete tasks successfully 
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

Benefits

Alongside your salary of £27,300, Independent Office for Police Conduct contributes £7,908 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

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.

Things you need to know

Selection process details

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.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window) . See our vetting charter (opens in a new window) .

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality Requirements

This job is broadly open to the following groups:

UK nationals
nationals of the Republic of Ireland
nationals of Commonwealth countries who have the right to work in the UK
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window) .

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window) .

Apply and further information

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

Name : Nikki O'Connor
Email : recruitment@policeconduct.gov.uk

Recruitment team

Email : recruitment@policeconduct.gov.uk

Independent Office for Police Conduct

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