Vacancy -- Knowledge & Information Managers x 2

Working for the Civil Service

The Welsh Government's recruitment processes are underpinned by the principle of selection for appointment on merit on the basis of fair and open competition as outlined in the Civil Service Commission’s Recruitment Principles.

The Civil Service Code sets out the standards of behaviour expected of civil servants.

Vacancy Details

Permanent Secretary's Group
Information, Library & Archives
HEO - £32,460 - £39,690
£30,600
Full time (applications are welcome from people who work part time, as part of a job share or who work full time)
Permanent
Pan Wales
'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.
TBC

Purpose of Post:

Inquiries Discovery & Appraisal Manager

The Inquiries Discovery and Appraisal Manager is a new permanent role created to support future Covid inquiries.  The post will provide key support in preparing for an inquiry and working with stakeholders to identify potential evidence.  For example, conducting searches to identify evidence stored on our systems; analysing the evidence using the Nuix e-discovery tool; identifying areas to apply destruction moratoria; identifying records for permanent preservation. 

Experience of working in records management, archives or a related sector is essential.  A degree or postgraduate qualification in information and records management, archives or a related KIM discipline is desirable.

Legacy Drives Review Manager

The Legacy Drives Project comprises a review of archived email boxes, plus a range of legacy drives including shared and personal drives. The Legacy Drives Review Manager will review the legacy drives and reduce storage costs as well as minimising information risk and improving Welsh Government compliance with GDPR, DPA and PRA. The post will be a Fixed Term appointment of 2 years with the possibility of extension or permanency, although this cannot be guaranteed. 

 The aim is to review the drives, commencing with the shared drives, using the Nuix e-discovery tool to identify:

  • data for permanent preservation;
  • data required for ongoing business use within its retention period;
  • data for deletion
  • duplicate data

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

Key tasks:

Inquiries Discovery & Appraisal Manager

  • Conduct searches over Welsh Government systems including the EDRMS to identify relevant documents for an inquiry.
  • Use Nuix e-discovery tool to index, search and analyse data.
  • Apply understanding of public sector information management including the policy and legislative framework in which we operate (PRA, FOIA, GDPR/DPA) to identify and resolve information risks
  • Interpret and communicate complex technical findings and identify and resolve issues.
  • Respond to Covid related records and information management enquiries, providing advice as necessary to ensure records are managed in compliance with our policies.
  • Selection and appraisal of paper and digital records for transfer to the National Archives. 

Legacy Drives Review Manager

  • Use of Nuix to index, search and analyse legacy data.
  • Apply digital information/records management knowledge to identify redundant data and data for retention.
  • Day to day management of the project working with others in the Discovery & Appraisal team, ICT and stakeholders.
  • Apply understanding of public sector information management including the policy and legislative framework in which we operate (PRA, FOIA, GDPR/DPA) to identify and resolve information risks
  • 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

Development opportunities:

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.

Closing Date:

01/10/2021, 16:00

Eligibility

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:

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.

Equality and Diversity

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.

Disability Confident

A Great Place to Work for Veterans

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

Welsh Language Requirements

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.

Not necessary to undertake the duties of this post

Social Partnership

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.

Competencies / Job Specific Criteria

Competencies:

Changing & Improving

  • Be willing to meet the challenges of difficult or complex changes, encouraging and supporting others to do the same

Delivering at Pace

  • Regularly monitor own and team’s work against milestones or targets and act promptly to keep work on track and maintain performance

Managing a Quality Service

  • Make effective use of project management skills and techniques to deliver outcomes, including identifying risks and mitigating actions

Collaborating & Partnering

  • Establish relationships with a range of stakeholders to support delivery of business outcomes

Job Specific Criteria:

Key Skills Relevant to the Government Knowledge and Information Management (KIM) Professional (KIM) Framework: https://documents.hf.wales.gov.uk/id:A14332772/document/versions/published

 GKIM 1) Using, evaluating and exploiting knowledge and information

  • Understands and applies coherent KIM techniques and relevant tools and processes, to ensure the effective use and exploitation of information.

GKIM 2) Acquiring, managing and organising knowledge and information

  • Understands the need to manage information throughout its lifecycle and applies agreed retention and disposal policies.

GKIM 3) Information Governance

  • Has a good understanding of the relevant policy and legislative framework and provides advice on how to achieve effective handling, in accordance with the relevant compliance regime.

Assessment Process

The interview will include competency based questions and an assessment of knowledge and information management skills in the form of a knowledge test and some skills based questions. The interview will be conducted via Microsoft Teams.

Other Information

  • 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.
A reserve list will be held for 12 months in case other posts become available within the team.
Emma Harvey-Woodason - 0300 250381

How to apply

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 to 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)

Grievance and Complaints

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.

This vacancy is closed to applications.