DBS DIT-KIB Sensitivity Records Reviewer

Job summary

Are you a dedicated person who is passionate about making a difference?

Would you like to work for the Ministry of Defence?

Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services, to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry. DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK’s Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement.

• Our Vision - To support UK defence customers with outstanding service every time.
• Our Mission - Together we will proudly support Defence, continuously improving and delivering flexible, timely, sustainable and value for money services that underpin the whole force and enhance operational capability.

DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of the society.

We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 28.97%.

Come and join the DBS community today!

This position is advertised at 37 hours per week.

Job description

The Defence Business Services (DBS) Records Review Team, part of the National Armaments Director Group, is a specialist team of records management and sensitivity review professionals responsible for ensuring the Ministry of Defence (MOD) meets its obligations under the Public Records Act and government information management policy.

The team reviews historically significant records to determine whether they should be permanently preserved, transferred to The National Archives or other approved places of deposit, or disposed of in accordance with approved retention schedules. Through this work, the team safeguards the corporate memory of Defence, supports transparency and accountability, and helps preserve the nation's military, operational and policy history for future generations.

This is an exciting opportunity to join a highly skilled team responsible for preserving, protecting and reviewing some of Defence's most significant records, contributing directly to the stewardship of MOD's historical record while ensuring compliance with statutory obligations.

What will the successful candidate be doing?

The Records Review Team sits within DBS Digital, Information and Technology, an organisation of approximately 400 staff delivering information and records management services across Defence.

As a Reviewer, you will work with records of historical significance and varying levels of sensitivity, assessing them for permanent preservation, continued retention or disposal in line with the Public Records Act, Freedom of Information Act, Data Protection legislation and government policy. You will identify records of enduring historical value for transfer to The National Archives and other approved places of deposit, while also determining where sensitive information requires continued protection for national security, legal or operational reasons. Due to the nature of the work, this role is site-based only in Portsmouth.

You will work closely with subject matter experts across Defence, archival partners and external stakeholders to support statutory transfer programmes, apply legislative exemptions, and provide specialist advice on records review, sensitivity assessment, preservation and information management. As part of an operational delivery team, you will contribute to agreed performance targets while helping to ensure Defence's historical records are preserved, protected and accessible for future generations.

Responsibilities include:

• Review MOD paper or electronic records of all classifications, and give direction regarding their permanent preservation, retention, closure, or destruction as appropriate. Complete documentation to justify and account for each decision.
• Provide authoritative direction to the Review team members regarding sensitive material, and authorise retention, destruction or release as required.
• As directed by the team leader, provide authoritative direction to Other Government Departments and partners, regarding residual MOD sensitivities held in their files of all classifications.
• Liaise closely with the department's FOI Manager, advising on sensitivities within retained files and contributing to the completion of the Public Interest Test (PIT).
• Provide authoritative direction to TNA under Section 66 of the FOI Act for the MOD to consider opening records which are currently closed.
• Assist with the annual in-year security report provided by TNA with a view to release files or extracts that are no longer sensitive.
• Assist with processing queries raised by the Advisory Council on National Records and Archives (ACNRA).
• Travel to other MOD sites to offer guidance regarding the retention or disposal of records as appropriate.

Person specification

Essential criteria:

• In depth knowledge of the MOD both current and past organisational structures. Knowledge of MOD past UK military operations and political issues 1990 present.
• Knowledge of legal and regulatory frameworks governing record keeping in a public sector environment, for example the Public Records Act, Freedom of Information Act and data protection legislation.
• Experience of being organised with well-developed planning skills, strong attention to detail, and the ability to co-ordinate several activities in the same timeframe to tight deadlines.
• The ability to be highly collaborative and flexible within a team to ensure that a range of diverse tasks are completed to a high standard.
• Excellent communication skills both verbally and in written form.

Desirable:

• Knowledge of Nuclear, Northern Ireland or Defence Intelligence related subjects.
• Practical knowledge and experience of working with electronic records systems.

Behaviours

We'll assess you against these behaviours during the selection process:

• Seeing the Big Picture
• Communicating and Influencing
• Making Effective Decisions
• Managing a Quality Service
• Working Together

Benefits

Alongside your salary of £37,720, Ministry of Defence contributes £10,927 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• An environment with flexible working options Monday-Friday
• 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service (pro rata). In addition to 8 public holidays per year, you will also receive leave for His Majesty The King’s birthday
• An opportunity to be considered for Reward and Recognition
• Family-friendly policies including - parental leave and adoption leave
• Learning and development tailored to your role
• Professional and personal development of skills
• A culture encouraging inclusion and diversity
• Minimum of 15 days special leave in a rolling 12 month period for volunteer reserve commitments<