Defence Business Services (DBS) - Information Rights Officer
| Posting date: | 31 March 2025 |
|---|---|
| Salary: | £29,580 per year, pro rata |
| Additional salary information: | A pension contribution of 28.97% based on the listed salary |
| Hours: | Full time |
| Closing date: | 30 April 2025 |
| Location: | Tomlinson House, Norcross, Blackpool, Lancashire, FY5 3WP |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Ministry of Defence |
| Job type: | Permanent |
| Job reference: | 398267 |
Summary
The Information Governance Officers support the Information Governance Leads in the management and supervision of all 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 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 post advertised is within Information Rights, however to enable the delivery of these 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 Management 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
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).
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
Support users in managing information by advising staff on IRM Policy and protocols and iWoW related queries
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
Respond to all internal and external information governance queries across DBS in a timely manner
Develop innovative ways for managing all the records, information and data assets of DBS
Information Rights
Management of a disclosure cell delivering 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 teamsites 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
Promote use of SharePoint across DBS, 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
Management of the Registry of Processing Activities/Critical Information Asset Register and Data Flow Control Register
Carrying out Assurance Checks as required
Providing assistance in the investigation of Security Incidents
The post advertised is within Information Rights, however to enable the delivery of these 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 Management 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
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).
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
Support users in managing information by advising staff on IRM Policy and protocols and iWoW related queries
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
Respond to all internal and external information governance queries across DBS in a timely manner
Develop innovative ways for managing all the records, information and data assets of DBS
Information Rights
Management of a disclosure cell delivering 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 teamsites 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
Promote use of SharePoint across DBS, 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
Management of the Registry of Processing Activities/Critical Information Asset Register and Data Flow Control Register
Carrying out Assurance Checks as required
Providing assistance in the investigation of Security Incidents