Knowledge and Information Lead

Job summary

The Knowledge and Information Management Lead leads the knowledge and information management function for the Corporate Services Modernisation programme and holds the Senior Information Officer (SIO) designation for CSM under JSP 441, Managing Information in Defence. The role owns the CSM knowledge and information management strategy, SharePoint governance, document control, records management and the information management contribution to the assurance evidence base.

The role reports to the Head of Governance, Assurance and PMO and advises that post on information risk, compliance and assurance, escalating matters beyond CSM's delegated authority to the departmental Senior Information Risk Owner (SIRO) chain. It leads the Configuration and Records Officer (HEO). The role works closely with the Strategic Commercial Team within CSM who are responsible for the knowledge and information management of the CSM Delivery Partners

The CSM portfolio is recruiting to two-year FTAs, with the possibility of extension subject to business requirements and approvals.

If you are a permanent MOD civil servant and are successful in securing an advertised Fixed-Term Appointment (FTA), it may be possible to agree a Temporary Transfer, subject to the agreement of your current MOD business area. Where a Temporary Transfer is agreed and the post is at a higher grade, any promotion will be temporary, and you will return to your substantive grade at the end of the Temporary Transfer.

Existing Civil Servants from outside MOD and applicants from accredited NDPBs are eligible to apply but will only be considered on a loan basis (Civil Servants) or secondment (accredited NDPBs). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant, including arrangements regarding grade on return.

This position is advertised at 37 hours per week. Part time and job share arrangements may be considered providing that full time hours are covered.

Job description

Knowledge and information management strategy and standards

• Develop, implement and maintain the CSM knowledge and information management strategy and standards, ensuring alignment with JSP 441 and Defence information policy. (JSP 441; GKIM Information Management discipline)

• Establish consistent KIM processes and standards across the five CSM sub-programmes and the central team. (GovS 002 section 7.9)

Senior Information Officer duties

• Hold the Senior Information Officer (SIO) designation for CSM, leading and directing the organisation's information management effort in accordance with JSP 441.

• Advise the Head of Governance, Assurance and PMO on information risk, compliance and assurance, escalating matters beyond CSM's delegated authority to the departmental Senior Information Risk Owner (SIRO) chain.

• Maintain familiarity with JSP 441 and associated information management protocols, and complete the Defence Academy Senior Information Officer course.

Information governance and compliance

• Maintain statutory and procedural returns, including the Information Asset Register and Data Protection Impact Assessment register, allocating Information Asset Owners as required. (GKIM Information Rights discipline)

• Ensure information is captured, stored, distributed, used, retained and disposed of in accordance with the Public Records Act 1958, the Freedom of Information Act 2000 code of practice on records management, the Data Protection Act 2018 and UK GDPR, and MOD policy.

• Ensure compliance with GovS 007, Security, with respect to data and information security, and GovS 005, Digital, data and technology, with respect to data handling, as required by GovS 002 section 7.9.

Information architecture and document control

• Own the design and governance of the CSM SharePoint workspace and information architecture across the five sub-programmes and the central team. (GKIM Information Architecture discipline)

• Lead document control, version control and access management for CSM governance, assurance and programme management documentation, maintaining two-way traceability. (GovS 002 section 7.8)

Records management

• Lead records management for CSM, including the file plan, retention and disposal schedules, and the closure of completed records in line with JSP 441. (GKIM Records Management discipline)

Knowledge management and lessons learned

• Lead the knowledge management aspects of lessons learned activity, including the capture, storage, dissemination and reuse of organisational knowledge and good practice. The role is responsible for maintaining the mechanisms and repositories that support lessons learned but is not accountable for the wider programme lessons learned process. (GovS 002 section 8.10; GKIM Knowledge Management discipline)

Assurance support

• Ensure the KIM function supports the assurance evidence base required for NISTA, MOD Integrated Assurance and other review activity, working with the Assurance Manager. (GovS 002 section 4.2)

Team leadership and training

• Line manage the Configuration and Records Officer (HEO), setting standards and providing professional direction for configuration and records management.

• Lead KIM training and upskilling for the CSM team, promoting a positive information culture.

Stakeholder engagement

• Build relationships with governance, assurance, business management, security and Defence Digital colleagues to embed KIM across CSM activity.

Boundaries

The role supports but does not own the following:

• Departmental information risk policy and the Senior Information Risk Owner (SIRO) function: these sit within the MOD SIRO chain. The CSM SIO manages information risk within delegated authority and escalates issues where required but does not set departmental policy.

• Technical cyber security, ERP configuration and system architecture: owned by Defence Digital, platform owners and technical teams. This role leads information governance, knowledge management and information management practices but is not responsible for technical security controls or system design.

• Governance framework, secretariat and overall programme assurance: owned by the Head of Governance, Assurance and PMO and the Assurance Manager. This role provides the information, records and knowledge evidence base that enables effective governance and assurance.

• Delivery Partner commercial information management and lessons learned: owned by the Strategic Commercial Team. This role works collaboratively with Strategic Commercial to ensure alignment between CSM knowledge management arrangements and information management or lessons learned activities relating to Delivery Partners.

Person specification

Essential

• Significant experience in knowledge and information management, records management or a related KIM discipline in a complex organisation.

• Experience acting as, or directly supporting, a Senior Information Officer, Information Asset Owner or equivalent information governance role.

• Strong understanding of records management legislation and policy, including the Public Records Act, Freedom of Information Act and Data Protection Act.