Job title: O365 Records Management Advisor Grade: SO 2 Role code: EEL0335 Status: Police Staff
Main purpose of the role:
In conjunction with the Records Manager, develop, maintain and deliver a flexible project plan to support IT Services Implementation project for 0365. \n Help develop retention/deletion rules for collection of information within SharePoint and OneDrive with Information Asset Owners and their teams, maintaining and developing effective working practices to ensure the Forces obligations are discharged within current policy, procedures and legislation
Produce, maintain and deliver against a O365 Records Management project plan setting out how the records management requirements associated with O365 will be achieved in support of the overall O365 Project Plan.
Task supervise and support the two Records Management Implementation Officers, providing direction and leadership, in order to ensure the two officers, contribute effectively to help deliver the O365 Records Management project plan.
Participate as a member of the O365 Records Management project meetings, the overall O365 Project Board, and in other meetings as required, providing written and verbal updates on progress, issues and risks as required.
Engage with Information Asset Owners (IAOs) and business areas to assist them in setting up their SharePoint and OneDrive sites in accordance with records management requirements. In particular, provide suitable advice regarding retention and disposal of records from O365.
Working with IAOs to maintain accurate records within the forces Information Asset Register of all information assets held within SharePoint and OneDrive and record why and how information is entered to ensure that records are appropriately classified to apply retention and deletion rules.
Produce documented policies and procedures covering Records Management and Security aspects of the O365 suite of products, including complete revision of the forces Retention and Disposal Procedure (W1012).
Project Management experience, relating to either the implementation of O365 products or records management functionality.
Experience of liaison and providing advice and guidance to senior management roles within an organisation.
3 5 years experience in records management in a complex organisation.
Experience of successfully line managing a small team.
Analyse critically (level 2)
I ensure that the best available evidence from a wide range of sources is taken into account when making decisions. I think about different perspectives and motivations when reviewing information and how this may influence key points. I ask incisive questions to test out facts and assumptions, questioning and challenging the information provided when necessary. I understand when to balance decisive action with due consideration. I recognise patterns, themes and connections between several and diverse sources of information and the best available evidence. I identify when I need to take action on the basis of limited information and think about how to mitigate the risks in doing so. I challenge others to ensure that decisions are made in alignment with our mission, values and the Code of Ethics.
Collaborative (level 2)
I manage relationships and partnerships for the long term, sharing information and building trust to find the best solutions. I help create joined-up solutions across organisational and geographical boundaries, partner organisations and those the police serve. I understand the local partnership context, helping me to use a range of tailored steps to build support. I work with our partners to decide who is best placed to take the lead on initiatives. I try to anticipate our partners' needs and take action to address these. I do not make assumptions. I check that our partners are getting what they need from the police service. I build commitment from others (including the public) to work together to deliver agreed outcomes.
Deliver, support and inspire (level 2)
I give clear direction and expectations, helping others to understand how their work operates in the wider context. I identify barriers that inhibit performance in my teams and take steps to resolve these, enabling others to perform. I lead the public and / or colleagues, where appropriate, during incidents or through the provision of advice and support. I ensure the efficient use of resources to create the most value and the right impact within my areas. I keep track of changes in the external environment, anticipating both the short and long term potential implications for the Police Service. I motivate and inspire others to achieve their best.
Emotionally aware (level 2)
I consider the perspectives of people from a wide range of backgrounds before taking action. I adapt my style and approach according to the needs of the people I am working with, using my own behaviour to achieve the best outcome. I promote a culture that values diversity and encourages challenge. I encourage reflective practice among others and take the time to support others to understand reactions and behaviours. I take responsibility for helping to ensuring the emotional well being of those in my teams. I take the responsibility to deal with any inappropriate behaviours.
Innovative and open-minded (level 2)
I explore a number of different sources of information and use a variety of tools when faced with a problem and look for good practice that is not always from policing. I am able to spot opportunities or threats which may influence how I go about my job in the future by using knowledge of trends, new thinking about policing and changing demographics in the population. I am flexible in my approach, changing my plans to make sure that I have the best impact. I encourage others to be creative and take appropriate risks. I share my explorations and understanding of the wider internal and external environment.
I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.
I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.
Public service (accredited)
I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.
I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.
Data and Systems Security (Level 3)
Able to undertake the testing of data to ascertain accuracy and can report findings and implications to the appropriate authority. Can create and request non standard reports from systems and interpret information supplied from system and audit logs. Recognises when technology has been misused and displays discretion in identifying the appropriate response. Aware of the software, hardware and environmental controls that should be in place and whether they are operating effectively. Familiar with a range of Force systems, networks, their use and registration. Possession of QiCA is desirable.
Health and Safety (Level 4)
Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment/technology is introduced.Completes annual reviews of skills passports, training needs analysis.
Information Management and Technology (Level 4)
Can conduct basic computer searches and can correctly interpret data generated. Can create and amend records, according to role requirement. Knows established rules and protocols. Understands impact of data quality, and is self-monitoring on data quality issues.
Inspection (Level 5)
Provides quality assurance for inspection process and reports produced. Is able to win commitment from managers to accept the findings and recommendations made within the reports and advise on the formulation and revision of policy. Maintains links with HMIC, the Audit Commission and KCC auditors to ensure a holistic inspection of the Force is conducted. Plans inspection cycle taking consideration of other reviews, demands and resources. Matches skills of inspection team to work being undertaken so as to obtain the best result possible. IIA qualification desirable.
Internal Consultancy (Level 4)
Demonstrates an in depth knowledge of the relevant specialist area and combines this with high level consultancy skills. Develops collaborative relationships with internal clients and works with them to achieve joint objectives and targets. Maintains an up to date awareness of all developments which may affect Force business and policies and proactively advises clients of all relevant matters.
Interviewing - General (Level 4)
Has received some training in reliable interviewing techniques and is able to apply these techniques fairly, consistently and to good effect. Identifies the key issues for examination and tests these using open and probing questions. Identifies weaknesses and inconsistencies in the account and seeks clarification. Keeps good written records of the interview for future.
Knowledge of Police Environment and Policy (Level 6)
Possesses a broad and wide ranging knowledge of the police service, legislation and policy which is consistent with the demand for strategic influence in respect of particular areas of activity. Will have formed a reliable network of contacts, nationally and locally, which can be used to support and enhance developmental initiatives.
Management of Police Information (MOPI) (Level 6)
Review, monitors and produces recommendations for revisions to policies and operating procedures for specialist area/ systems. Following agreement implements changes and disseminates changes to all relevant personnel, updating all associated processes and procedures whilst ensuring compliance with force policies, procedures and any relevant legislation. Provides advice and guidance to system users from outside of own section or directorate. Directs quality assurance processes in respect of prioritisation, sanitisation, dissemination, sharing, relevancy, accuracy, adequacy and timeliness.
Office Organisation (Level 5)
Able to take full responsibility for complex administrative activities, including contingency planning in case of staff sickness, equipment failure etc. Able to devise local policies for file storage, archiving, security arrangements etc. in compliance with Force procedures. Competent to review and adopt new working practices for improving office organisation and contribute to policy decisions affecting service delivery. Confident with planning office reorgnisation and moves of a substantial nature whilst continuing to deliver an effective service.
Office Technology (Level 4)
Demonstrates advanced skills in the use of one or more office software products Able to use these packages to enhance the quality or presentation of work required within the role. Manages data files and file structures. Provides on the job training and guidance to other staff in the use of specific or specialist software, if required. Familiar with established IT rules and protocols and shows a good understanding of data protection requirements.
Project Management (Level 3)
Demonstrates an understanding of the key principles of project management. Able to assist in the management of projects within a Department or Division where the objectives, milestones and timescales have already been defined and manpower resources are limited. Will need project management support.
Risk Management (Level 5)
Able to anticipate, accurately define and establish the relative level of risk likely to affect their specialist function, in terms of likelihood and impact, together with how the challenges facing the wider organisation might affect their role within the force. Assesses the risks of national initiatives providing feedback at the relevant level. Has an understanding of pathways to alert all appropriate senior managers to flawed or ineffective control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.
Training (Level 4)
Understands the various principles and methods of training and utilises them effectively. Creates, structures and delivers training from a basic outline or a previously identified skills gap. Able to tailor the training to address the needs of the group to be trained. Able to deliver a range of training courses/ packages on related subjects. Identifies and utilises available internal/external trainers, training resources and packages, as appropriate.