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UK Health Security Agency

About

The UK Health Security Agency (UKHSA) will be responsible for planning, preventing and responding to external health threats, and providing intellectual, scientific and operational leadership at national and local level, as well as on the global stage. UKHSA will ensure the nation can respond quickly and at greater scale to deal with pandemics and future threats.

Contact

Address: 10 South Colonnade; London; E14 4PU

Find out more

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Closed

Ref: 919-HH-303638-EXT Vacancy ID: 6382641

Information and Records Management Lead

Closed for applications on: 26-Aug-2024 00:03

Vacancy status: Closed

Closed for applications on: 26-Aug-2024 00:03

Location

Site: Home working
Town: Home working
Postcode: E14 4PU
Major / Minor Region: London

Contract type & working pattern

Contract: Permanent
Hours: Full time - 37.5 hours per week

Salary

Salary: £51,824 - £65,089 per annum
Grade: (Civil Service: Grade 7)

Specialty

Main area: Information and Records Management Lead

The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will:

Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security
Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health
Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks
Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise
Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities.

Detailed job description and main responsibilities

Responsibilities:

Directly supports Head of Information and Records Management in providing expert advice to UKHSA, including senior leadership, on matters of Information Management and Records Management;
Engage with colleagues across government and in our sponsoring Department to ensure that UKHSA understands and assesses cross-government requirements and its impact through technology changes;
Develop and implementation of targeted Information and Records Management business plans and change process that complement the overall organisational priorities, strategy and aims;
Support the production of Information and Records Management policies, strategy, and delivery plans including guidance, processes, retention schedules that complement the overall organisational strategy and aims;
Lead and contribute to key programmes and change across UKHSA to ensure information management practice is embedded in the discovery, development, and delivery of change;
Provide impactful guidance, advice, and expertise to colleagues throughout UKHSA on information and records management policy, procedure, and practice;
Collaborate with stakeholders and key colleagues across UKHSA to help enable the culture of compliance to support timely engagement and informed decision making;
Coordinate and facilitate Information Management improvements for the benefit of the business, working to optimise search and retrieval of value from our information assets;
Work with UKHSA teams on disclosure, litigation, inquiry, FOI, and other queries to ensure processes are robust and embedded
Line management of other information and records management staff.

Information and Records Management responsibilities include:

Development and maintenance of UKHSA information management, records management and related policies;
Understanding UKHSA’s technology platforms and providing recommendations, advice, and insight into compliance, policy, and development for information and records management;
Engage with key partners to champion and lead a culture of compliance with information management throughout the information lifecycle
Support the development of an achievable, impactful, and sustainable approach to the management of information across UKHSA and its requirements.
Building expert knowledge of functions, stakeholders, and requirements.

As we continue to develop our ways of working, there is scope for some of these responsibilities to change over time to reflect changes to the programme and priorities of the organisation.

The Information and Records Management Lead takes the lead on understanding UKHSA’s current and future requirements for information and records management. They operate at the Leader level of the Government Knowledge and Information Management (GKIM) Professional Skills Framework. They lead and collaborate with teams and networks across UKHSA. They understand our stakeholders, our requirements, and our priorities. The role involves working across Government and our wider partnerships to understand stakeholder concerns, develop approaches that meet our information management requirements.

Line Management

Management of Information and Records Manager (SEO) and Information and Records Officer (HEO).

Professional Development

Identify, discuss, and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events
Engage with the GKIM professional body on behalf of yourself, UKHSA and colleagues
Maintain up-to-date insight and skills into the technology underpinning our information management;
Ensure professional development is part of performance review processes and advise staff on options;
Ensure team shares experience of learning and development activities;
Ensure a consistent level of business knowledge within the team and that this knowledge is applied effectively;
Facilitate the development of KIM professionals (including career development interviews, professional mentoring);
Evaluates the benefits of professional development activities and communicates these accordingly;
To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training.

Key Working Relationships

The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA. This will include:

Internal

Senior Information Risk Owner
Information Asset Owners
Technology / ICT providers
Change Programmes and Change Governance
Lessons Identified & Public Inquiry Preparation Team
Information Rights teams
Wider Data Governance, Information Management, & Privacy team

External

DHSC Information Risk Management and Assurance Directorate
Cross-Government professional communities including GKIM
The National Archives

Essential criteria:

A GKIM professional with extensive experience of Public Sector information management;
Significant expertise in administering M365 for information management
Experiencing in providing impactful leadership on information and records management topics;
Strong communication & stakeholder management experience including with senior leadership;
Excellent written and verbal communication skills;
An understanding of and commitment to equality of opportunity and good working relationships.

Desirable Criteria:

Professional qualification in a related field
SharePoint Developer
Training or experience in change management or project management disciplines

Selection Process Details:

This vacancy is using Success Profiles and will assess your Behaviours, Strengths, Ability and Experience skills.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the above listed essential criteria, and this will be in the form of a:

CV/ Application form (‘Employer/ Activity history’ section on the application
1500 word Statement of Suitability.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

The CV/Application form and Statement of Suitability will be marked separately, and you must pass both to move forward to interview.

In the event of a large number of applications we will longlist.

If you are successful at this stage, you will progress to interview and assessment

Please do not exceed 1500 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview (success profiles)

You will be invited to a (single) remote interview.

This vacancy is being assessed using Success Profiles. During the interview we will assess your Behaviours, Strengths, Ability and Experience.

You will be asked to prepare and present a 5-10 minute presentation. The subject of this will be sent to you prior to interview.

Behaviours to be assessed at interview:

Changing and Improving
Making Effective Decisions
Leadership
Communicating and Influencing
Delivering at Pace

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Location information

This role is a homeworking role however, you will be required to attend a number of face to face away days/conferences.

Eligibility Criteria

 External  - Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).  

Security Clearance Level Requirement  

Successful candidates must pass a disclosure and barring security check.  

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Security Clearance.

For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 5 years as the role requires a Security Check (SC). UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder / Recruiting Manager listed in the advert for further advice. 

IMPORTANT - PLEASE READ

Artificial Intelligence (AI)

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.

Link below:

Artificial intelligence and recruitment | Civil Service Careers

This is a Non-Reserved post under the Civil Service Nationality Rules. To be eligible for employment in the UK Civil Service applicants must meet the Civil Service Nationality Rules (CSNRs) which operate independently of and additionally to the Immigration Rules. Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks.

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)
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

For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window)

For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.

The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment.

For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary.

For Temporary Appointments, if you are not currently a civil servant, you will take up the post on a Fixed Term appointment.  You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy. 

Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.

Late Applications will unfortunately not be considered.

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equality of opportunity. The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.

If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via  email:  [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website here.

Reserve List - If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.

The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.

Interview expenses will not be reimbursed.

UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more.

If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.

 Benefits of working at UKHSA include:

Generous annual leave:
-26 days for the first 5 years of continuous service
-28 days after 5 years of continuous service
-32 days after 10 years of continuous service
-Plus public holidays and one privilege day for the King’s birthday
Access to a generous Defined Benefit pension scheme with employer contributions.
Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
Access to a retail discounts and cashback site.
We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
We also offer a generous maternity/ paternity and adoption leave package.

Hybrid Working

UKHSA operates a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce.

As a hybrid worker, you will usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home.

Disability Confident Scheme

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria at sift to ensure these candidates are invited to interview.   If you wish to be included in this scheme please tick the box on your application form.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone.

To help you during the recruitment process, we will take into account any reasonable adjustments that could help you.

An adjustment is a change to the recruitment process or an adjustment at work.

This is separate to the Disability Confident Scheme.

If you need an adjustment to be made at any point during the recruitment process you should:

Contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police Check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and could be time accrued over that period.

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

Security Vetting

Please check the Security Clearance needed for the role and follow the link for more information:

https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.

The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Person specification

CV/Application form

Essential criteria

CV/Application form

Statement of Suitability

Essential criteria

Statement of Suitability

Behaviours

Essential criteria

Changing and Improving
Making Effective Decisions
Leadership
Communicating and Influencing
Delivering at Pace

Documents

Further details / informal visits contact

Name: Helen Higgins
Job title: Resource Support
Email address: [email protected]
Additional information: For queries regarding the role please contact [email protected], for queries regarding the application please contact [email protected].