Isle of Man Government. General Registry. Public Services Division. Public Records Officer GR

Transcription

1 Isle of Man Government General Registry Public Services Division Public Records Officer GR The Role This role is in the Isle of Man Civil Service on the staff of the General Registry, Public Services Division. A job description and person specification for the role is attached at Annex A to these notes. Potential applicants are encouraged to find out more by contacting d Clague (tel ). The closing date for applications is 5pm on Friday 28 February ntry Requirements To qualify for this role a candidate must, at the time of application: Hold 5 GCS s at Grade C or above (or equivalent) including nglish language; Hold at least 5 years relevant experience including both archive administration and records work Hold a full and valid driving licence; Have access to a vehicle for work related travel. An applicant s Curriculum Vitae must set out how they meet the essential entry requirements of this role. The successful applicant will be required to provide original certificates or an original letter from the Awarding Body to confirm that the qualifications have been achieved. Appointment to this role cannot be made unless this formal verification has been received. The successful candidate will be required to complete a pre-employment health screening questionnaire in respect of their fitness for appointment. A satisfactory medical report is required for appointment to this role. A police check will also be required for this post and a charge of for this may be payable. Potential employees are required to provide evidence of entitlement to work in the UK which in most cases will be in the form of a valid passport. An offer of employment will be conditional on you providing documents to confirm this. Failure to present the above evidence will entitle us to withdraw any offer of employment. Should you have any difficulties in producing such documents, please contact the Office of Human Resources on who will be happy to discuss suitable alternatives.

2 Candidates who do not hold the required 5 GCS s at grade C or above, or equivalent, including nglish Language may still qualify for the role should they have passed the Civil Service Administrative/xecutive Officer ntry Test. Candidates must have already taken and received the results of the test by 28 February 2014 to qualify for this post. Applicants who are unable to meet the criteria by this date cannot be considered for the post. Further details of the test can be found on our website, or by contacting the Isle of Man College on Tel or mail@iomcollege.ac.im. A number of external qualifications are accepted as being of an equivalent standard to the aforementioned tests. For further clarification regarding the equivalency of any typing qualifications please contact the Office of Human Resources on Selection Procedures All applications will be assessed and a shortlist will be selected for interview. Referees of those invited to attend an interview may be approached at this time providing that permission has been given on their Application Form. Where permission has not been given on the application form, a referee would not be approached at this stage. It is anticipated that interviews will take place on or around 14 March 2014 and that these will last about 45 minutes each. Candidates shortlisted for interview are encouraged to contact the manager identified above for an informal discussion about the duties and responsibilities of the role before the formal interview. Terms and Conditions of Appointment This appointment will be subject to the provisions of the Isle of Man Civil Service Regulations. Salary This role is graded D500. The current salary range for this grade, based upon 37 hours per week, is as follows:- 34,468 35,831 37,246 38,729 40,252 41,852 The salary is based on Isle of Man Civil Service spine points 27+2% to 32+2%. Staff maintaining a performance acceptable to their grade will progress by annual increments to their scale maximum. Confirmation of an acceptable performance will be agreed between an Officer and their Reporting Officer as part of the Performance and Development (PDR) Scheme for the Isle of Man Civil Service. Hours of Work

3 37 hours spread over the normal working week of Monday to Friday. A scheme of Flexible Working Hours is available in most departments. Overtime will be paid for hours in excess of 37 hours in agreement with management. Annual Leave This role is in Annual Leave Band C. Leave Band Pay Span Completed Years Allowance Service (Working Days) C, D, and F 5 and above In addition there are a number of public and privilege holidays. A credit for previous relevant work experience may be granted for the purposes of determining the annual leave allowance on appointment. Sick Leave Civil servants may be allowed sick leave on full pay for not more than six months in all during any period of twelve months and thereafter sick leave on half pay, subject to a maximum of twelve months paid sick leave in any period of four years or less. Smoking Policy You will be expected to comply with the Isle of Man Government Smoking Policy, and for the policy within the building in which you are appointed, in accordance with the Public Health (Tobacco) Act Retirement Age The normal age of retirement for a civil servant is 65 years. Pension Rights You will be offered a contributory pension scheme (the Isle of Man Government Unified Scheme 2011) and membership in the Standard Section is automatic from your first day of service/employment. xisting civil servants, who are already in the Unified Scheme, may be able to retain their current membership section and contribution rate. Further information, including individual factsheets for how the Unified Scheme works can be found on the Public Sector Pensions Authority (PSPA) website at Please take some time to review this information and should you have any questions please the PSPA directly at: pensions@pspa.im. Arrangements exist for the transfer of most pension rights. You may also choose to opt out of this Scheme. All enquiries in regards to this scheme should be

4 addressed to the Public Sector Pensions Authority. (Telephone or Relocation Package A relocation package is not available. ********************************************************* Rehabilitation of Offenders Act 2001 The nature of the role is such that applicants are not, by virtue of the Rehabilitation of Offenders Act 2001 (xceptions) Order, entitled to withhold details of spent criminal convictions. Closing Date Completed applications should be submitted to reach:- The Secretary Civil Service Commission Office of Human Resources 2 nd Floor, St Andrew s House Finch Road Douglas Isle of Man IM1 2PX by Friday 28 February Applications received after 5pm this day will not be accepted. Please state clearly on the application form the role for which you are applying and quote the Reference Number marked at the head of this document. Note Canvassing of members of the Civil Service Commission or of the Department concerned either directly, or indirectly, in connection with any appointment under the Civil Service Act 1990 shall disqualify the candidate. This does not prevent an applicant from seeking more information on the role from officers of the Department or from using for reference purposes Members of the Legislature, other than those serving on the Civil Service Commission or the Department involved.

5 JOB DSCRIPTION Annex A Job Title Grade Department Public Records Officer D500 General Registry Responsible to Responsible for Director, Public Services Division Archive Officer (D400) - line manager Records Officer (D400) - line manager Records Assistant (SG2) Purpose To lead and develop the Isle of Man Public Record Office and facilitate compliance with the Public Records Act 1999 within Isle of Man Government and other public bodies Main Job Activities Specialist and Policy Areas As the senior archivist in the Government, to provide professional advice and recommendations on archive and records management matters, including the determination of strategy and the formulation of policy, directly and through other appropriate channels including the Director of Public Services. To advise and assist holders of public records, individually and via guidelines and procedures, in respect of their duties and responsibilities under the Public Records Act to ensure records are kept safe, selection takes place effectively and easily and access and extended closure criteria are agreed and implemented. In particular to facilitate the selection of records to be permanently preserved for research and other needs. To develop and implement systems for the physical and intellectual control of transferred records (including the utilisation of CALM) to ensure the integrity of the records, meet the customer needs, conform to international standards including ISAD(G), and fulfill the legislative requirement to provide access to relevant transferred records. To ensure the preservation of the records held, including maintaining security and environmental conditions in accordance with the guidance in PD 5454 as far as possible, including acting as a keyholder for the premises.

6 To ensure that the public service is efficient, effective, receptive to customer needs and measured against recognised archival best practice. To provide expert advice, to the public and internally, on the records held, other records, and Manx history and related research matters; to oversee such provision by other staff members. To oversee the management of semi-current records held in IoMPRO for departments, ensuring their security and providing a service that is efficient, effective and receptive to customer needs while seeking to ensure selection and transfer as soon as practicable. To seek to raise the profile and promote awareness of IoMPRO taking into consideration demand and resources. With the Director of the Division and other relevant Senior Managers, to enable appropriate review and consideration of accommodation needs. To maintain good working relationships with colleagues in the Manx Museum and UK Government Departments and relevant Record Offices. As Assistant Chief Registrar under Section 4 of the General Registry Act 1965 as amended by schedule 3 of the Civil Service Act 1990, to exercise the duties and responsibilities of the Chief Registrar in respect to the Public Record Office as required. Management To act as reporting officer for the Archive Officer (D400; an archive professional) and Records Officer (D400; an archive professional) and countersigning officer for the Records Assistant (SG2) in compliance with the requirements of the CS staff appraisal scheme. To manage the section s delegated budgets, which include all costs relating to the buildings, within prescribed limits, in compliance with Financial Regulations and in conjunction with the Divisional Director and the Director of Finance and Central Services. To manage all IoMPRO premises, including ensuring the maintenance of building and plant, considering at all times the guidance in PD To manage the work of the section, including input to divisional business planning, target setting and achievement monitoring as required. To take the lead role in review, recruitment and selection to ensure the right staff are recruited to meet IoMPRO s needs. To assess staff training needs and facilitate relevant training, including providing recommendations on specialist training, in conjunction with

7 the Director of Public Services, and to undertake general and specialist coaching, guidance and monitoring, as appropriate. To take responsibility for contingency planning for IOMPRO. To take responsibility for the implementation within the IOMPRO of policies such as attendance at work, health and safety and disciplinary procedures. To represent IOMPRO, the Division and General Registry, as required, at interdepartmental meetings, at meetings with external organisations and at meetings with the public. To participate in General Registry corporate and divisional management and related activities, as required. Other Any other duties appropriate to the grade or as directed by the Chief Registrar or Director of Public Services Training Ongoing professional development and training as available and relevant Relevant Isle of Man Government training including: o Management Development o Presentations o Staff Appraisal o Recruitment and Selection interviewing o Financial regulations o xpenditure management Competencies Leading and Working Together Level D Sets challenging goals for themselves and their team(s); motivates colleagues, showing an energetic and positive approach; encourages teamwork and collaboration within the Department and across the organisation; creates an atmosphere of respect and tolerance; networks widely with colleagues across the organisation and with external contacts; behaves fairly and consistently in managing differing points of view. Communicating and Influencing Level C Communicates in a clear and persuasive way; promotes their ideas, convincing others to agree to proposals; considers other views to produce a win-win outcome; uses their understanding of the organisation and the position of other

8 parties to inform their proposals; is flexible in re-thinking their approach to persuading others. Achieving Results Level C Sets realistic plans, schedules activities and resources to deliver to agreed timescale; communicates openly to ensure plans and priorities are updated; seeks out information from different sources and perspectives; anticipates potential problems inherent in alternative courses of action; uses experience and knowledge to assess the best course of action; strongly focused on achieving results; takes responsibility for ensuring that the business plan objectives are met. Delivering a Quality Service Level D Shows a passion for providing excellent service to internal and external customers; sets standards for the Division/Department and high expectations of work from themselves and colleagues; communicates strong expectations for the improvement of service delivery; reviews benefits, costs and value for money and encourages colleagues to look for ways to improve performance Changing and Learning Level Is positive towards change and leads the change process within the Division/Department; quick to respond to corporate initiatives and help others to understand the rationale and benefits; identifies new ideas and opportunities to improve services and efficiency; identifies development opportunities for individuals and teams within own Division/Department and is actively involved in their development; applies specialist knowledge and skills, rapidly absorbing new specialist information and taking steps to stay abreast of specialist developments in their field. Showing Commitment and Resilience Level D Demonstrates clear and sustained drive and determination to deliver and to succeed. Able to cope with difficulty and frustration and remain committed and positive. Calm and confident under pressure.

9 Isle of Man Civil Service Person Specification Post: Department: Job Summary: Public Records Officer General Registry To lead and develop the Isle of Man Public Record Office and facilitate compliance with the Public Records Act 1999 within Isle of Man Government and other public bodies Attributes Qualifications Hold 5 GCSs at grade C or above (or equivalent) including nglish Language ssential or Desirable Method of Assessment CV/ Certificates A recognised postgraduate qualification in archive administration with records management element or records management with archive administration element Registered member of Archives and Records Association xperience At least 5 years relevant experience including both archive administration and records work At least 2 years experience in a management position Knowledge & Skills Thorough and current knowledge of the principles of archives, records management and preservation administration and their practical application Knowledge of archival and records management standards and best practice guidelines in appraising, selecting, storing, describing and accessing records (PD 5454, ISAD(G), ISAAR(CPF) etc) D D D CV/Certificates CV/Certificates CV/ CV/

10 Familiarity with electronic recordkeeping issues IT literate, including use of Word, xcel and archive management software xcellent interpersonal/communication skills, verbal and written xcellent research, analytical and problem solving skills xcellent planning and organisational skills Ability to assimilate and disseminate complex information at a level appropriate to the audience Ability to develop and maintain good working relationships with wide range of people including senior management, colleagues and customers Knowledge of Manx administrative history and current government structures Knowledge of Manx history and culture, current research and relevant sources on and off the Isle of Man Disposition Flexible, positive approach to changing working circumstances and patterns Self-motivated, resilient, confident and enthusiastic Able to work effectively both within a small team and in isolation Circumstances/Interests D D CV/ CV/ CV/ CV/ CV/ Isle of Man Worker D Application Form// Pre-employment Checks Current driving licence and access to own vehicle Application Form// Pre-employment Checks Able to lift boxes and volumes with and without hoists and trolleys and work with steps Able to work in the variety of environments in which records are located, using suitable protective equipment where required

11 Background information for Public Record Officer s post, Isle of Man Public Record Office Annex B The Isle of Man is a self-governing British Crown Dependency with its own government and laws. The Island is not part of the United Kingdom and has no representation in the British Parliament; The British Crown is ultimately responsible for the Island s external relations. The Isle of Man is not part of the uropean Union, but it has a limited relationship with the Union under Protocol 3 to the United Kingdom s Act of Accession in The Isle of Man is part of the uropean Common Customs Area. Tynwald is considered to be the oldest continuous parliament in the world. Further information on the Island and its Government can be obtained from the website including the keyfacts page; the parliamentary website is At present the Isle of Man Public Record Office is part of General Registry, which is a branch of xecutive Government and has no direct political representation. It comprises three divisions: Court Services, Finance & Corporate Services and Public Services. It is responsible for the administration of the courts, legal aid, land registration, civil registration and the Public Record Office. The Public Record Office is a section of the Public Services Division. The scope and structure of the Isle of Man Government is currently under review, which means that the location of the Public Record Office within government could change. In addition public consultation on a Freedom of Information Bill is due to begin on 10 February. These developments are likely to have considerable impact on the work of IOMPRO in general and on this post in particular. The Public Record Office is located in temporary accommodation with two separate units on Spring Valley Industrial state, 2.5 miles outside Douglas. Until recently the Office had four full time members of staff, however, this is currently under review. The post holder may be required to recruit and work with temporary staff until the long term future of the Public Record Office has been determined. The Public Records Act 1999, which came into force in 2000, is based on the 1958 Public Records Act (as amended). The records of local authorities and parliament are included as public records. Most records held are not yet formally transferred under the Act and some records over 25 years old are still with departments. IOMPRO uses Calm software for both its stored and transferred records. The core records of interest to family historians, and most records earlier than 1900 including public records, are held by the Library of Manx National Heritage, with whom we work closely, so public use is less than would otherwise be expected. Due to the size of the team the postholder will be required to play a part in every aspect of the running of the Office; they will be joining at a particularly challenging and interesting time for IOMPRO, with great potential to use and develop their skills and knowledge.