Records Review Officer (Ref: OFW– BC151)

Summary

Ofwat (the Water Services Regulation Authority) is the economic regulator of the water and wastewater sector in England and Wales. Our role is to help it build trust and confidence with customers, the environment and wider society. Ofwat has an ambitious new strategy and as a regulator we are setting ourselves up to achieve and equal the ambition of this new strategy. It matters to us that things on the ground really change so that our impact on customers, the environment and the future of water is tangible and meaningful.

Our work is high-profile and fast-moving, within a dynamic and agile environment. The work that you’ll be involved in every day will be about helping us to deliver our strategy, helping to us to be the regulator we want to be and helping the sector to deliver outcomes that matter to customers and society. Our strategy sets out the role Ofwat will play. We will adapt, be confident, act with purpose and integrity and continuously improve so that we make the greatest contribution possible to improving life through water.

Job description

You will be joining Ofwat at an exciting time – where the Information Governance and wider Data Strategy/ Open Data are being developed and rolled out to ensure we are making the most of our information assets demonstrated through the day-to-day operational performance and improvement of Ofwat, as well as considering how we might best maximise the use of the water sector’s information assets.

You will act as an in-house specialist for digital transfers due to the increasing number of digital records, and the continuing need to work required in this area to achieve legal compliance with the Public Records Act 1958 by the end of 2022, and beyond.

The role of Records Review Officer will require strong records management experience and the ability to hit the ground running and be a confident self-starter. You may also be asked cover other aspects of Information Governance which may include managing the FOI inbox and leading on preparing high quality draft responses to FOI/EIR and SAR requests.

Work will need to be completed to a tight time timetable, following the correct polices and processes in line with The Public Records Act 1958 and the 20-year rule and 20 day /30-day deadline for FOI/EIR and SAR requests. Work will need to be completed following appropriate governance and working together with a number of different work streams. All our documentation will need to stand up to external scrutiny.

The nature of the work means that the person in this role will need to work flexibly. and with colleagues and external stakeholders to understand and assessing the value of records held by Ofwat.

Responsibilities

Tasks will include:

Records Management

• Assisting Ofwat comply with the Public Records Act 1958 by identifying, reviewing, and classifying paper and digital records.
• Making sound, evidence-based recommendations on whether paper and digital records should be destroyed in line with Ofwat retention policies; or transferred to The National Archives for permanent preservation.
• Working to minimal supervision, be confident in retrieving, handling, and reviewing paper records, which may be stored offsite. May also involve occasional travel and offsite visits to Restore in Coventry, TNA, and other offsite records depositories.
• Be able to complete cleaning and sensitivity of review of paper and digital files (with training if required). Have a confident understanding of FOI exemptions and how they apply to closing records at TNA.
• Be able to prepare paper files to be transferred to TNA (boxing, ordering stickers, stationary).
• With minimums supervision, be able to set up create and set up data bases, spreadsheets to review and monitor workflows/ templates.
• Be able to review and prepare digital files for transfer to TNA.
• Review, update and classify Ofwat’s web pages with a view to potential transfer to TNA.
• Support the Information Governance Principle in developing and enhancing Ofwat’s digital preservation strategies.
• With limited supervision proactively working with stakeholders including colleagues across clusters in Ofwat, Restore depository and The National Archives.
• Providing appropriate advice and guidance to Ofwat colleagues on records management processes and sharing best practice.

FOI/EIR/ Other tasks.

• Admin support for the IG Principle – arranging meetings, note taking, updating spreadsheets.
• Supporting joint projects and wider organisational development work in line with Ofwat’s data strategy/ open data.
• Being flexible to support ad-hoc projects.
• Working to minimal supervision support in preparing and drafting quality, accurate responses for all requests for information received under FOIA 2000, EIR 2004 and SAR. Have an eye for detail, a confident understanding and working knowledge and application exemptions/ exceptions.
• Compiling FOI/ EIR stats for quarterly and yearly submissions to the Cabinet Office. Evaluating stats to spot trends and patterns for management updates.
• Keep updated with best practice policies and process from the ICO and TNA and relevant precedent cases. Share best practice and knowledge with colleagues across Ofwat.
• Be keen to improve knowledge and skills across the KIM (Knowledge and Information Management professions as part of the role and learn and engage and network with other regulatory bodies and other Government departments.

Behaviours

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

  • Making Effective Decisions
  • Changing and Improving
  • Communicating and Influencing
  • Delivering at Pace

The offer

Come and take a look, we offer a substantial benefits package including 25 days holiday plus 10 ½ bank holiday and privilege leave days per annum, a fantastic & highly competitive civil service pension scheme, among many other benefits.

A truly flexible, autonomous and trust based working culture is on offer to help you succeed within Ofwat.

Apply here

Please apply online here at Civil Service Jobs.

Please ensure that you have outlined how your skills and experience meet the criteria set out in the professional requirements section of the role profile.

The closing date for applications is 29 October at 5pm.