Records Management Review, Retention & Disposal (RRD)
14822
Job Title: Records Management Review, Retention & Disposal (RRD)
Salary: £28,511 to £30,504 plus a Location allowance of £1,721. You will receive £28,511 the band minimum. Progress to the band maximum of £30,504 will be via incremental progression.
Location: Lambeth, Hendon and Sidcup
This is an exciting opportunity to deliver outcomes to meet the Commissioner’s Turnaround Priorities in particular ‘we will be relentlessly data driven and evidence based in delivery’. The role holder will develop a highly skilled and effective approach in records Review, Retention & Disposal (RRD) to deliver legislative compliance. The role holder will be responsible for applying RRD to all information assets held across the MPS.
A key element of the role is the application of Management of Police Information (MoPI) standards. All data held is subject to the National Retention Assessment Criteria (NRAC) review at set periods when a decision to either retain or dispose of data is made. Records holdings are subject to a variety of legislative obligations, which include Data Protection Act 2018, Protection of Freedoms Act 2012, Rehabilitation of Offenders Act 1974 and Criminal Procedure Investigation and Investigations Act 1996, Public Records Act S3 1958, Freedom of Information Act 2000, The Police Act 1996 (s39 & s39A) and The Criminal Justice Act 2003, schedule 15.
The role holder will embed best practice to ensure that information management standards are maintained on the datasets that they research and be responsible for escalating data management issues to the Band D Senior Records Manager.
This role supports a key aspect of the core business of MPS Records Management. It manages the lifecycle of police records and directly contributes to the effective management of police information. The role also contributes to delivery of the MPS statutory obligations under Management of Policing Information (MoPi), Data Protection Act 2018 (DPA), General Data Protection Regulations (GDPR) and the National Police Chief’s Council (NPCC). Its primary task is to evaluate and enable correct retention or disposal decisions underpinned by relevant data protection legislation ensure a legitimate right to retain the data as it fulfilled a lawful policing purpose, averting any risk to both public and police. The role comprises of the review, in accordance with the National Review Assessment Criteria, (NRAC) of all new and legacy registered paper files. It ensures their proper retention, application of scheduled reviews, and their proper and timely authorised disposal.
Vetting
This post requires access to the most sensitive intelligence material on a daily basis. Applicants must hold or be prepared to undergo National Security Vetting (NSV) Security Check (enhanced) (SC(e)) level before taking up the post; with a willingness to undergo Developed Vetting (DV) once in post, if required.
Additionally, this material is of particular sensitivity to the UK and its distribution must be restricted to UK nationals. In approved circumstances dual nationals (of which one element is British) may also be granted access. However, in the event that potential conflicts of interest cannot be managed the post holder will not be able to see the intelligence material and will not be able to perform their duties. For the purpose of safeguarding national security and in line with Cabinet Office Policy, supported by Section 82(2) to (4) of the Police Reform Act (2002), applicants who do not hold or acquire Security Check (enhanced) (SC(e)) OR Developed Vetting (DV) clearance and meet the nationality requirements cannot be offered the post.
Please click on the below link to view an online candidate information pack that will you give you an insight into the Met, the competency framework we use which shapes our daily work behaviours, the application process and a host of other information, that will help inform and support your application:
https://sscl-innovation.com/MPScandidatepack/
Click the apply now button below and start your career at the Met. Applications will be via a detailed CV, Personal Statement and online application form. Your personal statement should include your suitability for the role based on the skills/knowledge outlined in the job description as well as any relevant experience max. 500 words). (NB. Please do not attach 2 copies of your CV).
Completed applications must be submitted by 6 June 2023.
Key Responsibilities
- Uses specialist knowledge to make informed decisions in relation to the management and review of police records
- Safeguard information held by the MPS and the ability to make risk-based assessments on the information and implement the laid down policy and procedures through making decisions and applying them
- Ensures that the processing of enquires and request are completed in a timely manner and meet the requirements of Operational Policing. This requires the ability to deal with a large number of requests and enquires for records or information
- The post-holder will be required to interrogate MPS IT databases to make informed decisions on the continued retention or disposal of MPS paper records. Search and examine police systems and databases in order to locate information relevant to requests. Recognise information needs, identifies and utilises appropriate information sources. This task also requires legislative knowledge in order to make decisions on what information is relevant
- The post-holder will be trained in all legal requirements surrounding Records Management of Police records and will be expected to apply legislative rules in the making and recording of decisions
- Able to manual handle material in a warehouse environment, these can weigh up to 15kg
- Ability to work as part of a team
- Engages with MPS Officers/Staff of various ranks in order to provide information relevant and in scope of the request. This may involve providing legislative advice or RM policy. This advice is can be given via email/telephone or meetings. In certain circumstances will be given the support of their line manager and SMT where required for more complex or sensitive requests or enquires from other UK police Force
- Reviews and makes decisions regarding disclosure of records held re investigations ranging the entire spectrum of policing, such as Fraud, Murder, Kidnap, Anti-Terrorism and many more very complex and often sensitive investigations. This requires the ability to understand the information in order to obtain the required authority prior to release
- Provides updates to officers and staff via email or telephone
- Able to meet deadlines requiring flexibility, attention to detail and the ability to work under pressure
- Utilises IT systems such as word, excel and outlook to communicate, organise, track request and order to meet deadlines, producing reports and statistics where necessary
- Attends regular Team Meetings and provides feedback as requested by the Team Leaders or Senior Managers
- Support the eArchive Administration team by providing advice and support using their specialist knowledge with regard to Records Management policy. The post-holder will Maintain and update training guides and videos
- Provides advice and support to newer role holders under a buddy system
- Other duties as required
Skills and Knowledge
- Knowledge of Records Management Policy
- Basic knowledge of the Data Protection Act 1998 & 2018
- Basic knowledge of the General Data Protection Regulations (GDPR)
- Excellent customer service and communication skills
- Ability to work in a target driven environment
- Ability to use MS Word and Excel
- Knowledge of MPS systems i.e. PNC, CRIS, CRIMINT, IIP, EAPPS, CONNECT etc
- Evidence for MPS Performance Framework - Administrative & Functional Support
- Knowledge of Records Management system eArchive
- Knowledge of MPS units and who to contact to obtain information/authority to divulge
- Ability to plan, organise and prioritise work
- Resilience and ability to work under pressure in order to meet deadlines
- Ability to pay attention to detail
- Ability to escalate to manager if complex or sensitive enquiry
- Ability to pick up and assimilate relevant information quickly and easily
- Ability to communicate information and ideas clearly and articulately both in oral and written form
- Actively seeks to learn new things on own initiative
- Takes responsibility for own time and effectiveness
Disability Confident Statement
The Met is committed to being an inclusive employer with a diverse and representative workforce at all levels. We encourage applications from people from the widest possible range of backgrounds, cultures and experiences. We particularly welcome applications from ethnic minority groups and females.
As a Disability Confident employer, the Met has committed to making disability equality part of our everyday practice. We ensure that people with disabilities and those with long term health conditions have the opportunities to fulfil their potential and realise their aspirations. If you consider yourself to have access, workplace or reasonable adjustment requirements that need to be accommodated, we ask that you include this information within your application form. All matters will be treated in strict confidence and will not affect any recruitment decisions.
Read our full disability confidence statement.
This opportunity is closed to applications.