Vacancy -- Knowledge & Information Managers x 2

Recruitment Principles

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.

Vacancy Details

Permanent Secretary's Group
Information, Library & Archives
HEO - £31,210 - £38,160
Full time (applications are welcome from people who work part time, as part of a job share or who work full time)
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.

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

Equality and Diversity

We are committed to supporting the principle that everybody should have the same opportunities for employment, development and progression. This should be based on their ability, competence and suitability for the role. This means that no applicant should receive less favourable treatment on grounds of their ethnicity, gender, sexual orientation, age, marital status, disability, religion, transgender status, family or domestic responsibilities, or working patterns. Also nobody should be disadvantaged by any specific conditions or requirements, unless it can be justified that these could affect their ability to undertake the role.

We are committed to recruiting Black, Asian and Minority Ethnic people and disabled people who are currently under-represented in the Welsh Government.

Disability Confident

Welsh Government accepts the social definition of disability, in which it is recognised that barriers in society act to disable people who have impairments or health conditions or who use British Sign Language. We are committed to removing barriers so that all (or potential new staff) can perform at their best. The Equality Act 2010 uses the medical definition of disability (“a physical or mental impairment which has a substantial and long-term impact on a person’s ability to carry out normal day to day activities”).

We guarantee to interview anyone who is disabled whose application meets the minimum criteria for the post. By ‘minimum criteria’ we mean that you must provide us with evidence in your application which demonstrates that you generally meet the level of competence for the role and any qualifications, skills or experience defined as essential. We are committed to the employment and career development of disabled people.

If you have an impairment or health condition, or use British Sign Language and need to discuss reasonable adjustments for any part of this recruitment process, or wish to discuss how we will support you if you were to be successful, please email as soon as possible and a member of the team will contact you to discuss your requirements and any questions you may have.

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


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:

 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

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 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)

This vacancy is closed to applications.