Navy Command – Information Manager

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Kentigern House, 65 Brown Street, Glasgow, G2 8EX

About the job

Job summary

Navy Command Headquarters (NCHQ) is the nerve centre of the Naval Service. It supports operations around the globe and provides the ships, people, aircraft and equipment to deliver the UK’s defence policy.

In Navy Command, our civil servants work alongside their military colleagues in jobs that matter; jobs which often have a direct impact on the quality of the operational capabilities we deliver. Roles can offer great job satisfaction and there are many opportunities to develop and progress both within the Ministry of Defence and across the wider Civil Service.

The Submarine Directorate in Navy Command is responsible for all submarine in service capability and availability, including oversight of the Submarine Flotilla and Clyde Naval Base.

The Clyde Capital Works Programmes comprise new build facilities and refurbishment to support current and future operations on His Majesty’s Naval Base (HMNB) Clyde. This includes Government Major Programmes & Projects. This is an exciting time to join the team, the delivery environment is both challenging and rewarding. 

Information Managers (IMs) develop, review, and refine an organisation’s information governance. This includes information management strategy as well as policy and processes to promote good practice and maintain compliance. IMs ensure best practice is implemented within the organisation on the acquisition, management and organisation of information. IMs facilitate access to information to maximise its exploitation and use. IMs provide advice and guidance about information handling, information lifecycle management and the interpretation of policy. They procure, acquire and design information assets, systems and applications. They support information risk owners in carrying out their responsibilities, working closely with Information Assurance (IA) and Information Technology (IT) colleagues.

Records Managers (RMs) are responsible for the governance, safeguarding and delivery of information held by organisations. RMs manage physical and digital record holdings in line with relevant legislation. RMs define clear policies. RMs advise staff on records matters and manage information transitions. 

Responsibilities include but not limited to:

• Acting as SO2 1* Command Information Management 
• Support Local Data Protection Authorities DPA activity across the directorate.
• Acting as Directorate Records Manager 

This position is advertised at 37 hours per week.

Job description

Leadership 

• Inspire, motivate and engage with the Integrated Programme Management Office (PMO) and with other teams across the HMNB Clyde establishment community, by providing positive working environment and empowering the teams at all levels 
• Provide support to Line Manager and Programme Director to deliver departmental outputs with minimal supervision. 

Lead the development of Information Management processes and procedures 

• Develop a programme level Information Strategy and Management Plan, working closely with security and project teams ensuring it aligns to multiple organisations Information Strategies. 
• Collaborate with other departments to increase knowledge of internal IM and policy’s that influence this smarter ways of working.
• Develop and review the information and document management processes and procedures. 
• Ensure adherence to the processes for Learning from Experience / Knowledge Management is maintained and ensure projects within the programme areas adherence. 
• Develop the processes for aligned management and storage of documentation, provide Subject Matter Expert advice and guidance on configuration management of all project standards, templates and guidance. 
• Influence and support Senior Management in exploiting Intelligent Solutions, utilising existing/new technology, to support a simple, consistent approach to Information management across the programme. 
• Implement information assurance activities, including the development of plans as appropriate. 
• Ensure the implementation of appropriate sharing platforms including the plan for migration of data from the current directories into the new structure and monitoring Project Team coherence, is continuously improved. 
• Provide advice on usage of Microsoft Teams, SharePoint, Defence Share, Maritime Collaborative Working Environment and other sharing platforms to the PMO and Project Teams as required.

Lead the implementation and onward management Information Management 

• Lead the implementation of the Clyde Infrastructure Programme information strategy and Information management Plan
• Lead in the development, implementation and maintaining electronic “ways of working” that assist all major programmes and projects.
• Super user in official and secret systems.
• Management of user accounts and mailboxes.
• Management of shared mailboxes and their associated users.
• Lifecycle management of Laptops, hardware and software (covering on-boarding, through life management and disposal). 
• Password management.

Team Site administrator for sharepoint sites

• Implement a plan to undertake regular reviews/audits to confirm version control and a robust configuration management regime for SharePoint. 
• Maintaining sites including open document libraries
• Ensure information on the sites is relevant and up to date and actions taken if not.
• Liaising with Navy Command on permissions issues.

Microsoft Teams Owner

• Ensuring all staff have appropriate permissions / access and regular channel management. 

Assisting with the production and the annual reviews of the PMO IM Plan

• Utilise the PMO IM Directive as a baseline to ensure direction is given to all 1* areas on correct Ways of Working (WoW)
• Assisting the Business Change Manager with the establishment, implementation and management of a regular battle rhythm for IM Forums.
• Ensure calling notices are issued to all required personnel and clear deadlines set for any returns.
• Record keeping for minutes and tracking actions following IM Forums. 

Person specification

Essential Criteria

• Proficient in the full suite of Microsoft Office based applications and products.
• Accomplished in the day to day use of collaboration tools such as MS Team and MS SharePoint Online.
• Skilled in managing information assets.
• Experienced in record management/document libraries

Desirable Criteria 

• Attended an Information Managers Course
• Data protection for practitioners
• Records Management Awareness
• Information and Knowledge Awareness
• Protecting Personal Information
• Agile Scrum Training
• Cyber Awareness

Behaviours

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

• Leadership
• Working Together
• Managing a Quality Service
• Changing and Improving

Benefits

Alongside your salary of £36,530, Ministry of Defence contributes £10,582 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

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.

The post does not offer relocation expenses.

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

Please Note: Expenses incurred for travel to interviews will not be reimbursed.

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.

Any move to MOD from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.

The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.

MOD Recruitment Satisfaction Survey – We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : [email protected]
• Email : [email protected]

Recruitment team

• Email : [email protected]

Further information

Please ensure you read the attached candidate information document prior to completing your application. If you are dissatisfied with the service you have received from DBS, or believe that DBS has failed to follow the recruitment process in line with the Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition, you can raise a formal complaint by writing to DBS at the following address: Defence Business Services, Scanning Hub, Room 6124, Tomlinson House, Norcross Lane, Blackpool, FY5 3WP. If after raising your complaint with DBS you remain dissatisfied you can complain directly to the Civil Service Commission at the following address: , Civil Service commission, Room G/8, 1 Horse Guards Road, London, SW1A 2HQ Or by email:

[email protected].

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