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Defence Business Services (DBS) - Information Rights Assistant
| Dyddiad hysbysebu: | 31 Mawrth 2025 |
|---|---|
| Cyflog: | £26,235 bob blwyddyn, pro rata |
| Gwybodaeth ychwanegol am y cyflog: | A pension contribution of 28.97% based on the listed salary |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 30 Ebrill 2025 |
| Lleoliad: | Tomlinson House, Norcross, Blackpool, FY5 3WP |
| Gweithio o bell: | Hybrid - gweithio o bell hyd at 2 ddiwrnod yr wythnos |
| Cwmni: | Ministry of Defence |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | 397974 |
Crynodeb
The Information Governance Support roles support the Information Governance Leads in the management and supervision of all information and records across DBS, including their creation storage and potential disposal; provides assurance of the data, conducts information audits; controls the management of access to information and information systems; discloses information under Information Rights legislation and ensures compliance with the Data Protection legislation; Freedom of Information Act; Public Records Acts and MOD policy (JSP 441) including the disclosure of information.
The role being advertised is within Information Rights/Disclosures, however to enable the delivery of the Information Governance services we use a flexible resourcing model to respond to changes in demand to ensure continuity of business critical services to MOD
Role Specific Responsibilities:
Take responsibility for one of the Information Governance roles (Information Management; Records Management compliance; Information Rights; Information Assurance)
Ensure compliance with Information Governance legislation, in particular ensuring compliance with Data Protection legislation
Respond to all internal and external information governance queries across DBS in a timely manner
Support users in managing information by advising staff on IRM Policy and protocols and iWoW related queries
Manage the communication of the policy framework to guide DBS employees in the management of their records and helping them through the life cycle of the data (capture, store, locate, retrieve, and dispose of information).
Deliver effective Information and Records Management (IRM) (electronic and paper) to ISO 15489/JSP441 standards
Manage the provision of access to various personnel systems or personal records; and/or business information, ensuring accurate records for a range of operational and strategic purposes are maintained
Develop innovative ways for managing all the records, information and data assets of DBS
Manage organisation records (in conjunction with information owners), both electronic and non-electronic (e.g. paper, CDs).
Monitor information activities to ensure statutory compliance and adherence to MOD / DBS policy, ensuring that relevant strategies, policy standards and best practice are applied correctly by conducting Information and Records Management Assurance checks and reviews to an agreed compliance schedule
Information Rights/Disclosures
Deliver information Rights requests (Data Protection Subject Access Requests, FOI Genealogy requests; Accessing Personal Information Service; Northern Ireland Victim Payments; MAB disclosures);
Ensuring the timely delivery of responses to Information Rights requests within the relevant statutory timeframe.
Information Management
Manage the setup, maintenance and review of records systems. Enable SharePoint capability/usability across DBS. This will involve business engagement and the build of Microsoft Office SharePoint team-sites applying appropriate access permissions and metadata
Develop O365 capabilities to assist the business in managing their information assets (wikipages, dashboards etc.)
Assist business areas across DBS with the implementation of retention and disposal schedules
Supporting the Information and Records Management Manager in influencing and developing amongst all staff the knowledge, skills and attitudes necessary for the effective practical application of records and information management and compliance with MoD information protocols.
Records Management Compliance
Ensure timely access is provided to civilian personnel systems (MyHR, Remedy, SHARE, Restore)
Conduct regular audits of user access
Maintain the Registry database of corporate records
Ensure DBS staff sign the DBS Confidentiality Agreement
Carry out auditing, indexing, review and disposal of records in accordance with the DBS Retention and Disposal Schedule
Information Assurance
Carrying out Assurance Checks as required
Providing input to Information handling/Security awareness
The role being advertised is within Information Rights/Disclosures, however to enable the delivery of the Information Governance services we use a flexible resourcing model to respond to changes in demand to ensure continuity of business critical services to MOD
Role Specific Responsibilities:
Take responsibility for one of the Information Governance roles (Information Management; Records Management compliance; Information Rights; Information Assurance)
Ensure compliance with Information Governance legislation, in particular ensuring compliance with Data Protection legislation
Respond to all internal and external information governance queries across DBS in a timely manner
Support users in managing information by advising staff on IRM Policy and protocols and iWoW related queries
Manage the communication of the policy framework to guide DBS employees in the management of their records and helping them through the life cycle of the data (capture, store, locate, retrieve, and dispose of information).
Deliver effective Information and Records Management (IRM) (electronic and paper) to ISO 15489/JSP441 standards
Manage the provision of access to various personnel systems or personal records; and/or business information, ensuring accurate records for a range of operational and strategic purposes are maintained
Develop innovative ways for managing all the records, information and data assets of DBS
Manage organisation records (in conjunction with information owners), both electronic and non-electronic (e.g. paper, CDs).
Monitor information activities to ensure statutory compliance and adherence to MOD / DBS policy, ensuring that relevant strategies, policy standards and best practice are applied correctly by conducting Information and Records Management Assurance checks and reviews to an agreed compliance schedule
Information Rights/Disclosures
Deliver information Rights requests (Data Protection Subject Access Requests, FOI Genealogy requests; Accessing Personal Information Service; Northern Ireland Victim Payments; MAB disclosures);
Ensuring the timely delivery of responses to Information Rights requests within the relevant statutory timeframe.
Information Management
Manage the setup, maintenance and review of records systems. Enable SharePoint capability/usability across DBS. This will involve business engagement and the build of Microsoft Office SharePoint team-sites applying appropriate access permissions and metadata
Develop O365 capabilities to assist the business in managing their information assets (wikipages, dashboards etc.)
Assist business areas across DBS with the implementation of retention and disposal schedules
Supporting the Information and Records Management Manager in influencing and developing amongst all staff the knowledge, skills and attitudes necessary for the effective practical application of records and information management and compliance with MoD information protocols.
Records Management Compliance
Ensure timely access is provided to civilian personnel systems (MyHR, Remedy, SHARE, Restore)
Conduct regular audits of user access
Maintain the Registry database of corporate records
Ensure DBS staff sign the DBS Confidentiality Agreement
Carry out auditing, indexing, review and disposal of records in accordance with the DBS Retention and Disposal Schedule
Information Assurance
Carrying out Assurance Checks as required
Providing input to Information handling/Security awareness