Defence Business Services (DBS) – Sensitivity Reviewer

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 27%. Where your role permits, we support a blended working approach alternatively known as hybrid working.

Come and join the DBS community today!

Do you want to ensure that the history of Defence is appropriately preserved both for the Ministry of Defence’s own corporate memory and the people of the United Kingdom?  DBS is looking for you!

The Defence Business Services Knowledge and Information Management Records and Review Team consists of 20 records management specialists. Our role is to safeguard the corporate memory of the Ministry of Defence (MOD) by ensuring that records are reviewed and selected for preservation or disposal according to the terms of the Public Records Act and the records retention policy of MOD. By transferring records to The National Archives as well as to other nominated places of deposit (such as museums) we play an active role in unlocking the history of our nation for the public. We also play a vital role in ensuring long term national security by retaining and regularly reviewing records that are not appropriate for public release. This is an exciting opportunity to join an established team who safeguard and preserve our most important records for future generations.

What will the successful candidate be doing? 

1. The Records Review Team sits within the c.400 staff of the Digital, Information and Technology (DIT) area of DBS.
2. The team consists of experts in specific subject areas providing advice to colleagues across MOD as well as reviewing documents and making decisions to retain, release or dispose of those records.  It is an operational delivery service with review targets and key performance indicators.  The team also provide ad-hoc outreach services to MOD sites and units requiring advice and guidance about the disposal of found archives.
3. Sensitivity Reviewers are responsible for undertaking the review of sensitive records to ensure the MOD complies with the Public Records Act, Freedom of Information Act, as well as the Data Protection Act. The Public Records Act requires that the MOD identify and select for permanent preservation information of historical value and to ensure their transfer into the National Archives.
4. The nature of the work and the material handled means that this is a site-based role in HM Naval Base, Portsmouth but there will be some travel involved, both to our paper storage facility at Swadlincote, Derbyshire and to other MOD sites in support of an ongoing programme of sharing our knowledge of proper records management with business units across the MOD.
5. You will need to be a keen learner with the ability to process large amounts of sensitive information and be decisive in your decision-making. You must be a team player and be able to communicate effectively and decisively with colleagues and external stakeholders.

Responsibilities will include:

1. The review of paper and electronic records as directed and to make recommendations for their permanent preservation, retention/closure or destruction, this involves:
2. Identifying those records which are likely to be required by the Department for business, legal and accountability purposes as established in the associated appraisal report.  The retention of records must be in accordance with statutory framework and retained for only as long as necessary.
3. Identifying those records that should be permanently preserved at The National Archives (TNA).
4. Identifying records which although selected for permanent preservation at TNA remain sensitive and should not be released to the public citing the appropriate retention instruments or FOI exemption(s) and completing the accompanying sensitivity note.
5. Identifying records that are of no historical importance to the department and recommending their destruction, completing the necessary paperwork as required.
6. Allocating a TNA class and electronically drafting the appropriate entry for the TNA catalogue.
7. Provide authoritative advice to general review team members regarding sensitive material within records.
8. Liaise with other Government departments across Whitehall and with other bodies and Government agencies as necessary to provide advice and consult on wider MOD, OGD and national sensitivities.
9. Liaise closely with the departments FOI manager, advising on the sensitivities within retained files and contributing to the completion of public interest test forms as required.
10. Advising on requests from TNA under Section 66 of the FOI Act for the MOD to consider opening records which are currently closed.
11. As directed by the team leader, respond to correspondence received from other Government departments relating to historic records management, completing replies as appropriate.
12. Working with the team leaders and sensitive review colleagues to ensure that all internal processes and procedures are kept up to date, ensuring a culture of continuous development is maintained with sensitivity reviewers and across the wider team. Assist with the annual in-year security report provided by TNA for a view to ‘Open’ if files or extracts are no longer sensitive.
13. Assist with processing queries raised by the Advisory Council on National Records and Archives
14. Travel to other MOD sites to provide advice in support of records management projects.

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. 
• Demonstrable 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. 
• Excellent communication skills both verbally and in written form.

Desirable:

• Practical knowledge and experience of working with electronic records systems.
• 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.

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

• Making Effective Decisions
• Working Together
• Communicating and Influencing
• Leadership
• Seeing the Big Picture

We only ask for evidence of these behaviours on your application form:

• Making Effective Decisions
• Working Together
• Communicating and Influencing

• 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 the King’s birthday
• Hybrid working, where role permits
• An opportunity to be considered for Reward & Recognition- £250-£5000 per year.
• 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
• Special paid leave to volunteer up to 6 days per year

 Allowances –

The post does not offer relocation expenses.

Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period

Employment Hours

This position is advertised at 37 hours per week.

Job contact :

• Name : Stephen Searle
• Email : stephen.searle102@mod.gov.uk
• Telephone : 0300 166 2412

Recruitment team

• Email : DBS-EnhancedRecruitmentTeam@mod.gov.uk