Archive and Records Assistant - Warrington, United Kingdom - Independent Office for Police Conduct

Independent Office for Police Conduct

Verified Company

Warrington, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

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Description

Details:

Reference number:

Salary:

- £24,276 - £24,276
Job grade:

Administrative Assistant
Administrative Officer
Other
Contract type:
Permanent
Fixed Term
Length of employment:
Fixed term contract until 31st December 2023 (with the view to go permanent)
Type of role:
Administration / Corporate Support
Knowledge and Information Management
Other
Working pattern:
Flexible working, Fulltime
Number of jobs available:
1Contents

Location

About the job

Benefits:

Things you need to know

Location

WarringtonAbout the job

Job summary:

Role Description

To review, appraise and analyse the PCA/IPCC and IOPC hardcopy and electronic records and make recommendations as to whether records should be retained or destroyed in compliance with the IOPC Retention and Disposal Policy.

To determine the allegation and category a file relates to and be able to identify cases that have any links to identified government inquiries.

Record details of findings and make a justifiable recommendation to retain or destroy.

To participate in the disposal processes by reviewing and analysing with a critical eye, the work of colleagues as part of the quality assurance process, by dip-sampling reviewed files to ensure the accuracy of recommendations.

To action service and supply requests, in line with the records lifecycle, for staff across the organisation and be a point of contact for document and records management queries.

Job description:

To review documents and records the IOPC holds in all formats and analyse content to make recommendations in line with the organisational Retention and Disposal Policy to ensure compliance across the organisation
Provide written summaries and justifiable recommendations for records reviewed in line with retention criteria and guidance provided
Update the relevant technical systems (e.g. case management system and archive catalogue), ensuring that any changes made to the location of records and other relevant metadata are accurately recorded to maintain integrity and accessibility of records
Support the Corporate Records Management (cRM) team to retrieve material from the storage and external supplier in line with department priorities
Ensure all material is handled in line with policies and allocated to the appropriate locations to facilitate correct disposal or accessibility in the future
Please note: Assessing hardcopy legacy information involves moving boxes up to 15kg with the use of manual work positioner tool
Participate in the destruction process by reviewing electronic inventories and analysing with a critical eye the work of colleagues as part of quality assurance and dipsampling processes to ensure the accuracy of retention and disposal recommendations
Provide an effective service to the wider business as part of this team, seeking to align processes with international Records Management standards and regulations whilst maintaining good communication and relationships with colleagues across the IOPC
Support the cRM team with assessment work in line with Public Records Act 1958 responsibilities
Help to promote the work of the team and good records management practice through involvement in learning sessions, knowledge sharing and providing support with updates to training and guidance material when required
Meet with the Team Coordinator and Line Manager on a regular basis to discuss recommendations and alert management to any cases that may be of interest to government inquiries
Support the cRM team completing other duties as required (e.g. minute taking and working group participation).

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 records 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.

Person specification:

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.
An understanding of the importance of legislation such as GDPR and Public Records Act as it relates to the work of the IOPC.

Benefits: