19317 - Head of Record Review Team
Ministry of JusticeJobsCloseBy Editorial Insights
Ministry of Justice is seeking a Head of Records Review to lead the Records Management Service within SID, overseeing the MoJ’s records lifecycle and archiving, in line with PRA GDPR DPA and FOIA, and coordinating with The National Archives on retention and transfers. The post is London based with 60% on site, hybrid work, permanent SEO grade, and a salary of £49,325 - £53,081; you will line manage three HEOs. Essential skills include knowledge of TNA practices, PRA GDPR DPA and FOIA, records sensitivity review and redaction, and strong leadership. Apply with a CV (2 pages), a 1000-word Statement of Suitability, and a 500-word Leadership example, aligned to Success Profiles; panel interview is 45 minutes with security checks. Internal candidates only; closing date 24 July 2026.
General Information
Descriptions & requirements
- Manages its information so that it knows what is held and where it is held - Knowledge management and Records management
- Holds its information in compliance with legislation and is accessible – Data protection and freedom of information
- Is clear who owns the information and that they understand their responsibilities – Knowledge management
- Holds its information securely – Information assurance
- Engaging with business units to understand the information being created, and what information needs to be kept for the official record.
- Promoting best information/records management practice.
- Ensuring information and records management policies complies with the Government’s Security Policy Framework and The National Archives (TNA) requirements.
- Identifying opportunities from MOJ’s information management technology portfolio and collaborate across MOJ to realise them.
- Ensure good records management practices are in place and maintain a reliable archive, retrieval and transfer service of MoJ’s records
- Completion and submission of retention applications
- Co-ordination of ‘yearly openings’ exercises with The National Archives
- Ensure that statutory transfers are completed to meet the schedule agreed with the Advisory Council on National Records and Archives
- Engaging with users across the business to understand their information and records management challenges, offering solutions which reflect our policies.
- Build effective relationships with stakeholders and specialists across MoJ to ensure that records management considerations are incorporated into requirements for corporate applications.
- Line management of 3 Higher Executive Officers (HEOS), leading and inspiring the team, promoting inclusion, celebrating diversity and acting as a role model for colleagues
- Supporting the Deputy Departmental Records Officer with current and future Inquiries
- All candidates are subject to security and identity checks prior to taking up post.
- All external candidates are subject to a minimum of 6 months’ probation. Internal candidates are subject to probation if they have not already served a probationary period within MoJ.
- Knowledge and practical application of TNA practices and standards
- Knowledge of PRA, GDPR, DPA and FOIA
- Experience of working with records including sensitivity review and information redaction
- Have strong people management skills, with the ability to coordinate the activities of others and inspire and motivate teams to be fully engaged in their work
- An ability to quickly understand complex issues, knowing when to escalate and seek information from colleagues, peers and professionals.
- Experience, aptitude and capability to operate within the GKIM profession
- Generalist skills and experience in project management
- Experience in supplier and contract management and commercial awareness
- behaviours - the actions and activities that people do which result in effective performance in a job
- strengths - the things we do regularly, do well and that motivate us
- ability - the aptitude or potential to perform to the required standard
- experience - the knowledge or mastery of an activity or subject gained through involvement in or exposure to it
- technical - the demonstration of specific professional skills, knowledge or qualifications
- CV (maximum 2 A4 pages)
- Statement of suitability of no more than 1000 words (font size minimum Arial 11) which describes how you meet the requirements set out in the responsibilities section and, essential and desirable criteria listed above.
- Leadership – 500 words
- Leadership
- Communicating and Influencing
- Making Effective Decisions
- Changing and Improving
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.
Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).
For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.
All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.
Benefits
The MoJ offers a range of benefits:
Annual Leave
Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.
There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
Pension
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
Training
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Networks
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Support
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
- To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected]);
- To Ministry of Justice Resourcing team ([email protected]);
- To the Civil Service Commission (details available here)
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.
Diversity & Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
Civil Service Nationality Rules
This job is broadly open to the following groups:
- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
- individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules
Reserve list
A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.
MoJ:
If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference: 19317
HMPPS
If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference: 19317
Job Description Attachment
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RMS - Head of Record Review (SEO) job description.docx (Job Description Attachment)
Application form stage assessments
Interview stage assessments
Use of Artificial Intelligence (Al)
Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.