JOB DESCRIPTION

TITLE: Archive and Records Assistant

REPORTS TO: Deputy Document and Records Manager (supervisor of team: Archive and Records Team Coordinator)

LOCATION: Warrington

GRADE: 7

SALARY: £22,362

DURATION: Fixed Term until March 2022

ORGANISATIONAL CONTEXT

The IOPC oversees the police complaints system in England and Wales and sets the standards by which the police should handle complaints. We make our decisions entirely independently of the police and Government.

The IOPC was launched in January 2018 and published its first strategic plan in November 2018. This plan set a new direction for the organisation which has a focus on improving operational policing as a result of learning from our work.

To deliver this ambitious strategy we are now delivering the ‘OnePlan’ – a single, prioritised plan delivered by portfolios of activity which cut across all IOPC business functions.

We are working to improve all parts of the police complaints system so that it consistently delivers impartial, fair and evidence-based outcomes in a timely way. Programme 1a of the One Plan focuses on improving service delivery and includes specific work to redesign our processes for investigations and our national functions, such as Casework, Admin Hub, Customer Contact Centre and Assessment Unit. The output of this work will be our ‘Future Design’.

ROLE DESCRIPTION

The Corporate Record Management Team are a part of the wider ICT Department at the IOPC. The post holder will be working closely with Information Management Teams to achieve the wider team objectives as described below and align with the IOPC values.

The post holder will be responsible for ensuring the work they deliver supports our wider IOPC strategy and contribute to business outcomes. They will be responsible for providing advice and support to a range of internal stakeholders, including senior managers and will act as a role model by demonstrating IOPC values.

We work in the context of our agreed values which inform the way we do things at the IOPC. The post-holders will need to be committed to working in the context of these values.

MAIN DUTIES AND RESPONSIBILITIES

Review, appraise and analyse case files to ascertain the allegations contained therein and make recommendations as to whether files should be retained or destroyed.

Identify and segregate files as required:

– those cases that relate to ongoing government inquiries

– those cases that relate to case categories on the RED list contained in the Operational retention schedule

– those cases that have reached their retention period limit

– involves moving boxes up to 15kg with use of manual work positioner tool

Record details of findings onto the archiving catalogue, including a brief description of the allegations that gave rise to the complaint and make a justifiable recommendation to retain or destroy.

Update the relevant technical systems (e.g. case management system and archive catalogue) ensuring that any changes made to the location of the file are accurately recorded to ensure that the file can be retrieved at a later stage.

Participate in the destruction process by reviewing and analysing with a critical eye the work of colleagues as part of the quality assurance process by dip-sampling archived files to ensure the accuracy of recommendations to retain or destroy.

Meet with the Team Co-ordinator and Line Manager on a regular basis to discuss recommendations and results of dip-sampling with a list of cases that they recommend for destruction. Alert the Team Co-Ordinator to any cases that may be of interest to government inquiries.

Support the Corporate Records Management (cRM) team to retrieve material from the secure stores to ensure all material is assessed in line with the Operations directorate’s priorities.

Ensure all material retrieved from the archive is handled in line with agreed policies ensuring material is either going back into the same box or re-archived to ensure its availability in the future.

Review the case management system to ascertain whether the hardcopy information is also available in electronic format.

Recommendations made by the post holder may have an impact on the reputation of the IOPC and compliance with relevant legislation such as Freedom of Information and Data Protection. Therefore, a high level of accuracy is required both in the initial review of the files and the quality assurance phase of the process. Final decisions to retain or destroy will be taken on the recommendations made by the post holder and the post holder must be able to justify their recommendations to retain or destroy both pre and post destruction.

Assist and liaise with staff members to maintain good communication and relationships with colleagues in other regional offices and interested parties.

Action service and supply requests, in line with the records lifecycle, for staff across the organisation. This involves the use of e-forms, email mailbox maintenance, communicating to stakeholders across all offices and liaising with our external storage providers.

Provide an effective service to the wider business as part of this team, seeking to align processes with international Records Management standards and regulations.

To review documents and records the IOPC holds in all formats and analyse content to make recommendations in line with both Operational and Corporate Retention and Disposal Policies to ensure compliance across the organisation.

Support the Corporate Records Management (cRM) team completing other duties as required (e.g. minute taking and working group participation).

PERSON SPECIFICATION

Essential Criteria

Experience of analysing, appraising and evaluating physical and electronic

material and documentation.

Experience of working on own initiative, taking critical decisions within a

framework of delegation and being able to justify those decisions.

Experience of providing brief written summaries and guidance to others.

Experience of working to tight deadlines whilst maintaining accuracy.

Experience of dealing with internal and external stakeholders to complete

tasks successfully.

Proven experience of working effectively in a team environment.

Experience in using relevant technology – Microsoft Office applications and

information management systems.

An understanding of the importance of legislation such as Public Records Act,

Freedom of Information and Data Protection Act as it relates to the work of

the IOPC.

Selection process

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

Changing and improving Working together Delivering at pace Managing a quality service Communicating and influencing

This vacancy is using Success Profiles , and will assess your Behaviours, Strengths, IOPC Values and Experience. As part of the application process you will be asked to complete the following four sift questions built into the application form.

What is Success Profiles?

Success Profiles moves us to a tailored way of assessing, dependent on the requirements of the job. For each role we advertise, we consider what you will need to demonstrate in order to be successful. This gives us the best possible chance of finding the right person for the job, drives up performance and improves diversity and inclusivity so that we can truly reflect the communities that we serve.

Not all of the elements are relevant to every role, and will vary depending on the level and type of role. You should ensure you read the job description carefully to see what elements are required for the specific job you are applying for. There are separate guides to each of the elements, which will give you more information about what and how you can demonstrate specific requirements.

How the elements are assessed

You could be assessed in a number of different ways, depending on the type of role and level you are applying for. Using a range of assessment methods helps us to more accurately match people to the essential requirements of the job. For example, you may be asked to complete an application form; provide a CV and supporting statement; attend an assessment centre; or complete an online test. Often a combination of these approaches will be used and more than one element may be tested within the same assessment method.

Details of which elements will be assessed and how we will assess you against these, are included in the job description.

Reasonable adjustments

The IOPC is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. If you require any reasonable adjustments to our recruitment process please let the recruiting manager know.

Preparation checklist

Review the full job description ☐

Review the behaviours and the descriptors for each behaviour☐

Review the Strengths dictionary ☐

Review the IOPC values ☐

Consider your Strengths (if applicable) ☐

Consider drafting example answers that cover the specific elements ☐

Prepare some questions to ask the interviewers ☐