Vacancy -- Legacy Drives Review Manager

'Pan Wales' means that the location in which the vacancy can be based is flexible, subject to the needs of the business. Please note it may not always be possible to accommodate a preference for a specific office location, but requests will be taken into consideration.

The Welsh Government’s Discovery and Appraisal Team provides archives, information and records management support and advice and sets policy direction.  We select and transfer records on an annual basis to the National Archives and continues to be closely involved with pilot work on digital transfers.  We also carry out legal discovery searches in response to requests for evidence from inquiries and court cases. Sitting within the Information & Archives Branch, our small but very busy team is located in Aberystwyth, Cardiff, Llandudno Junction and Merthyr Tydfil. 

One of our current records projects is the review of shared drive and other legacy network drives.  This is a large project to review, select or dispose of our legacy digital records, reducing storage costs and also reducing the information risks attached to the long term retention of records.  We are seeking a records manager to lead the project which will take several years to complete and provide support for other work.  The post is funded initially as a fixed term appointment of 2 years with the possibility of extension or permanency, although this cannot be guaranteed.  

 You will review the records stored in shared drives and other legacy network drives to identify:

·       data for permanent preservation;

·       data required for ongoing business use within its retention period;

·       data for deletion

·       duplicate data

·       sensitive data 

A degree or postgraduate qualification in information and records management, archives or a related KIM discipline is desirable. 

The post requires Security Check level security clearance. 

• Review and appraisal of digital records held in legacy network.
• Identify redundant records for disposal in compliance with retention schedules, policy and legislative requirements
• Identify records required for ongoing business use and transfer these to the EDRMS.
• Selection, appraisal, cataloguing and sensitivity review of records identified for permanent preservation against the Operational Selection Policy and transfer to TNA.
• Day to day management of the project working with others in the Discovery & Appraisal team, ICT and stakeholders.
• Interpret and communicate complex technical findings and identify and resolve issues.
• Accurate record keeping of all activity to maintain an audit trail of decisions.
• Regular reports on progress to Head of Discovery & Appraisal
• Other projects such as support for a Covid inquiry response as required.

These posts offer the opportunity to develop your skills and professional experience in a challenging and fast-paced environment.  You will work with a wide range of stakeholders and gain an understanding the information needs of policy colleagues and law making in a government setting.   

A reserve list will be held for 12 months in case other posts become available within the team.

04/01/2022, 16:00

Posts recruited to as part of this recruitment campaign are broadly open to UK nationals, those with right to remain and work in the UK and those that meet the Civil Service Nationality Rules only. Check your eligibility here:

• UK Visas and Immigration - GOV.UK

• Nationality rules – GOV.UK

Prior to appointment, all successful applicants will be required to produce original, acceptable documents as part of the pre-employment checks. If it becomes apparent at a later stage in the process that you aren’t eligible to apply, your application will be withdrawn, or offer retracted.

The Welsh Government is committed to providing services which embrace diversity and which promote equality of opportunity. This is underpinned by the Equality Act 2010 and will be adhered to at each stage of the recruitment process. Our goal is to ensure that these commitments are also embedded in our day-to-day working practices with all our customers, colleagues and partners.

We are committed to being an anti-racist organisation and increasing diversity in the Welsh Government by removing barriers and supporting all our staff to reach their potential. We are committed to recruiting Black, Asian and Minority Ethnic people and disabled people who are currently under-represented in Welsh Government.

We welcome applications from everyone regardless of age, marriage and civil partnership (both same sex and opposite sex), impairment or health condition, sex, sexual orientation, pregnancy and maternity, race, religion or belief, gender identity or gender expression.

We are a Stonewall Diversity Champion and a Disability Confident Level 3 (Leader) organisation. Key to supporting this work and providing peer support are five Board sponsored Staff Networks (Disability Awareness and Support (DAAS); Minority Ethnic Support Network (MESN); Mind Matters (Mental health and well-being); PRISM (Lesbian, Gay, Bisexual, Transgender, Intersex +) and Women Together.

This vacancy is part of the Great Place to Work for Veterans initiative.

The Welsh Government is a bilingual organisation and Welsh language skills are considered an asset to the organisation. We encourage and support staff to learn, develop and use their Welsh language skills in the workplace. 

The following list of language requirements represents an objective assessment by the line manager on behalf of the Welsh Government of the Welsh language skills required to undertake the duties of this particular post.

In Welsh Government, the relationship between the employer and trade unions is based on social partnership. We believe our goals can best be achieved by management and trade unions working together.

Our 3 recognised trade unions are:
•         PCS
•         Prospect
•         FDA

This relationship is underpinned by a partnership agreement. This sets out how our unions work with Welsh Government on issues such as:
•         pay
•         terms and conditions
•         policies and procedures
•         organisational change.

Our Welsh Government trade union colleagues work together to give their members a real say in the workplace. They make sure that the interests of their members are promoted and protected. They also help reduce inequalities and improve terms and conditions.

The Welsh Government has an excellent track record of working in partnership with its trade unions. We encourage staff to get involved. We support you to join a recognised trade union, to ensure your voice is heard in the workplace. and to learn more about trade unions and partnership working.

• Unless stated otherwise in ‘actual starting salary’, all candidates will start at the minimum of the pay scale being appointed to (this includes existing civil servants).This is not negotiable.
• Unless stated otherwise in ‘type of opportunity’, this recruitment advert is not open on a Loan or Secondment basis.
• For more information on the eligibility criteria and terms and conditions for Loan and Secondment positions in Welsh Government, please see external recruitment candidate guidance.
• Unless stated otherwise in ‘Location of Post’ the role/s recruited to via this campaign can only be worked in the UK, not overseas.

All applications for this vacancy should be made online via the Welsh Government's online application system.  If you have an impairment which would prevent you from applying on-line, please e-mail SharedServiceHelpdesk@gov.wales request an application pack in an alternative format, or to request a reasonable adjustment related to an impairment in order to submit your application.

To apply, you'll need to have an account on our online application system.  Click the 'Apply' button below, and you'll be asked to 'Log in' if you already have an account, or 'Register' if you don't yet have an account.  Registration takes just a few minutes to complete.  You'll need an e-mail address to be able to register.  Once you've registered for an account and logged in, you'll be taken to the online application form, which you'll need to fully complete and submit before the deadline on the closing date.  

If you’d like to apply for this vacancy in Welsh, please use the ‘Newid Iaith / Change Language’ link at the top of this page, to take you to the Welsh version of this advert, from which you can apply in Welsh.

For further information regarding the Welsh Government recruitment process, please see the Recruitment Guidance for External Candidates (link).

When evidencing your suitability for the post, it is recommended that you refer to the Civil Service Competency Framework (link)

Anyone who believes they have been treated unfairly, or has a grievance or complaint, about how the process was conducted should either write to the Head of Resourcing, Welsh Government, Cathays Park 2, Cardiff CF10 3NQ or email SharedServiceHelpdesk@gov.wales.  If you are unhappy with the outcome of the complaint raised with the Welsh Government and feel that the principles of appointment on merit through fair and open competition have not been met you have the right to pursue your grievance with the Civil Service Commission.