Defence Business Services (Dbs) - Records Reviewer

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

Would you like to work for the Ministry of Defence?

• 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.

Where business needs allow, some roles may be suitable for a combination of office and home-based working. This is a non-contractual arrangement where all office-based employees will be expected to spend a minimum of 60% of their working time in office, subject to capacity and any required workplace adjustments. Requirements to attend other locations for official business, or work in another MOD office, will also count towards this level of attendance. Applicants can request further information regarding how this may work in their team from the Vacancy Holder (see advert for contact details). Defence Business Services cannot respond to any questions about working arrangements.

Come and join the DBS community today!

Reviewers are responsible for undertaking the review of the Departments records to ensure that the MoD complies with the Public Records Act and the Freedom of Information Act, as well as the General Data Protection Act. The Public Records Act requires Departments to identify and select for permanent preservation information of historical value and to ensure their transfer into the custody of The National Archives (TNA). This is achieved by reviewers identifying:

a. Those records which are likely to be required by the Department for business and accountability purposes and ensuring they are retained, in accordance with legislation, for only as long as necessary.

b. Those records (or elements of records) selected for TNA which remain sensitive and which should not be released to the public prematurely.
The post holder will be expected to carry out the following range of duties:

a. To Review paper and electronic records as directed by line management and to make recommendations for their permanent preservation, retention, or destruction. This involves:
i. The identification and requisition of records from the appropriate archives.
ii. Identifying those records which are likely to be required by the Department for business, legal and accountability purposes and ensure that they are retained in accordance with legislation, for only as long as necessary.
iii. Identifying those records that should be permanently preserved at TNA.
iv. Identifying records which although selected for preservation at TNA remain sensitive and should not be released to the public prematurely citing appropriate FOI exemptions.

b. Completion of the necessary records to support the decision;

c. If necessary, identifying the sensitive parts of the record in preparation for extraction/redaction process;

d. Allocating the record, a TNA class and electronically drafting the appropriate entry for the TNA catalogue;

e. Disposing of the file in accordance with the authorised decision of the team leader (either onward transmission to TNA for permanent preservation, return to the Archives for destruction or administrative retention if less than 20 years old, or for the appropriate Retention Instruments to be applied for – redaction or retention due to sensitivity);

f. Liaison with Departmental and Non-Departmental bodies in support of the above.

g. Occasional visits to MOD Main Archive, Swadlincote for bulk review tasks.

Organised and familiar with records both paper and electronic.

Proficiency in the use of Microsoft 365, predominantly Outlook, Excel and Word.

You will have the opportunity to develop skills and knowledge required across the full range of review tasks.

An interest in current affairs and Military History would be beneficial.

Some travel is required so a driving licence is desirable, though not compulsory.

This role will include some manual handling.

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

• Managing a Quality Service
• Making Effective Decisions
• Delivering at Pace
• Leadership

• 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 HM 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

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.

This position is advertised at 37 hours per week.

Job contact :

Name :
Janice Bateman
Email :
Janice.Bateman104@mod.gov.uk

Recruitment team

Email :
DBS-EnhancedRecruitmentTeam@mod.gov.uk