FOI Manager

As the living, growing home of our national story, The National Archives is a special place to work. We’re an institution nearly 200 years old with a collection spanning 1,000 years of history.

We’ve set ourselves the challenge of becoming the 21st Century national archive - a different kind of cultural and heritage institution: Inclusive, Entrepreneurial, Disruptive. We won’t become this overnight. It will take time, focus, effort and daring.

That’s where you come in. Because we can’t do this without you.

Job Overview

Salary: £40,853 per annum
Contract type: permanent
Band: F / SEO
Closing date: Friday 2nd October at midnight
The Domesday Book. Shakespeare’s will. Tweets from Downing Street. War time records. These are just some of the 11 million items held by The National Archives. With a collection like this – the largest in the world – it’s no surprise that we handle over five percent of all Freedom of Information (FOI) requests received by the Government. As FOI Manager, you’ll have a great opportunity to work with closed historical records. You’ll ensure decisions regarding their access are efficiently and appropriately managed to keep operations running smoothly. Join us and you’ll work in an organisation that offers great support and exceptional benefits.
About the role:
The majority of the FOI requests we receive are for closed historical information. Your key responsibilities will involve ensuring we comply with legal obligations set by FOI, EIR and DPA Acts. This includes managing FOI casework and FOI staff Assessors & Researchers - who undertake the bulk of review work. As well as managing the FOI caseload, you’ll be a source of expertise, guiding the Head of Centre and giving advice on difficult cases. As part of the FOI Management team, you’ll be responsible for deciding our legal position on appeals and tribunals. This means working closely with senior figures from The National Archives managers to information rights units across government. At the same time, you’ll promote FOI knowledge across the organisation. You’ll give updates on guidelines, consider feedback and shape future operations.
About you:
To join us, you should have good knowledge of FOI and Data Protection Acts OR significant relevant experience involving researching, analysing and summarising complex information. It is equally important that you have the ability to prioritise workload according to tight deadlines and have judgment to make key FOI and access decisions, together with the confidence to defend them. Strong communication skills are essential – especially as you’ll be influencing senior figures and explaining points of law in detail. You’ll need to inspire a dedicated team to meet deadlines and perform. If you’re an experienced leader, ideally with FOI knowledge, we’d like to hear from you.
This is a full time post. However, requests for part-time working, flexible working and job share will be considered, taking into account at all times the operational needs of the Department. A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time.
Application Process:
• Interview: Interviews will be held on-site and will include a presentation. More details on this will be provided in the interview invitation.
• Personal Statement: We ask all applicants to submit work history details and a personal statement. We recommend that you write 250-300 words per criteria.
Selection for interview will be based on the 3 essential criteria listed below so please ensure that your application demonstrates in detail how you meet these requirements.
• Demonstrable knowledge of information rights legislation including the Public Records Act 1958 and the Freedom of Information Act 2000; OR significant relevant experience, demonstrating the ability to carry out research into information and records, analyse contents and summarise findings clearly and concisely
• Experience of mentoring, motivating or managing staff who work under pressure to meet tight deadlines to deliver agreed goals and objectives
• Ability to prioritise and balance managing own workload, deadlines, alongside providing support to a wider team
If we receive a large number of applications candidates will initially be assessed on the following criteria:
• Demonstrable knowledge of information rights legislation including the Public Records Act 1958 and the Freedom of Information Act 2000; OR significant relevant experience, demonstrating the ability to carry out research into information and records, analyse contents and summarise findings clearly and concisely
Applicants invited to interview will be assessed against all of the essential criteria (see job description below).
Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please visit the Civil Service Careers website where you can find further information on the use of AI in the application guidance section.
SC clearance/willingness to obtain SC clearance will be required for this role. Applicants should normally have been resident in the United Kingdom for the last 5 years for SC clearance. A lack of UK residency in itself is not necessarily a bar to a security clearance and applicants should contact the Talent Acquisition team (contact details below) for further advice.
We are unable/able to offer sponsorship for this role.

Job Description

Job Purpose

Over 5% of all Freedom of Information (FOI) requests made to monitored government bodies are handled by The National Archives. The majority of these are for access to closed historical information.  The role of FOI Manager requires an individual capable of managing a team of information rights specialists to ensure The National Archives meets its legal obligations under FOI.

Reporting to the Head of the FOI Centre you will be responsible for:

• Overseeing FOI activity throughout The National Archives

• Managing internal appeals and those made to the Information Commissioner’s Office and Information Tribunal

• Managing FOI caseloads

• Liaising with Press Office over high profile/controversial releases

• Keeping the FOI Centre up to date with case law, ICO guidance on FOI, Data

• Protection and Environmental Information Regulations

• Using knowledge of information rights legislation to assist in resolving complex or difficult cases

Role and Responsibilities

• Motivate and provide leadership and day to day management to a team of FOI Centre staff who are required to:

  • Handle FOI requests for closed archival information

  • Ensure a professional service is provided to members of the public and Other Government Departments

  • Provide FOI induction training

  • Conduct research and write reports

  • Consult with the Advisory Council on National Archives and Records regarding Public Interest Tests

• Negotiate with senior colleagues from Other Government Departments, ensuring the position of The National Archives is clearly and expertly conveyed

• Advise staff under your direct supervision, using your knowledge of information rights legislation

• Investigate internal appeals and manage investigations conducted by the Information Commissioners’ Office into The National Archives’ case handling and application of the law. Ensure lessons learnt from these appeals inform the FOI Centre’s future operations and are relayed to Other Government Departments

• Draft legally compliant responses, which may be used in evidence by the Information Commissioner and the Information Tribunal

• Maintain and share expert knowledge of Data Protection Act, FOI, Environmental Information Regulations and other information rights legislation by keeping up to date with case law and legal developments

• Take responsibility for managing the workflow of FOI cases relating to identified work streams and ensuring cases are completed within statutory deadlines. This will include leading negotiations with Other Government Departments to refine procedures for handling requests and to develop policies regarding the review of digital records.  Additionally, it will involve identifying and troubleshooting potential delays in the process and taking remedial steps to resolve them

• Carry out research into closed documents, concentrating especially on “complex” cases, using your expert knowledge of the law to discuss and progress these with senior members of Other Government Departments’ information rights units

• Manage the performance and development of FOI case handlers

Working Conditions

• Normal office environment

• Display Screen Equipment user

• Moving items up to 10kg in weight

• Will come into contact with distressing material

Person Specification

Essential criteria:

• Demonstrable knowledge of information rights legislation including the Public Records Act 1958 and the Freedom of Information Act 2000; OR significant relevant experience, demonstrating the ability to carry out research into information and records, analyse contents and summarise findings clearly and concisely

• Experience of mentoring, motivating or managing staff who work under pressure to meet tight deadlines to deliver agreed goals and objectives

• Ability to prioritise and balance managing own workload, deadlines, alongside providing support to a wider team

• Excellent standard of communication, both written and verbal; ability to manage and engage with staff and stakeholders to clarify goals and activities; evidence of highly developed drafting skills and ability to write persuasively, for different audiences

• Experience of establishing relationships with a range of stakeholders to support delivery of objectives; ability to negotiate to achieve outcomes at a senior level, both internally and externally

• Confidence to use judgment and knowledge to make difficult decisions and defend them

Desirable criteria:

• Qualification in information rights legislation

• Experience of managing staff in an operational or casework environment

• Experience of delivering practical training, targeted guidance and advice to a wide audience of differing needs

Other Requirements

• A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time.

• SC-level Security Clearance or willingness to obtain SC clearance is mandatory for this role.

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service
D&I Strategy.

Benefits 

Generous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development.  Annual leave entitlement of 22 days per calendar year (rising to 25 after the first year, and incrementally to 30 days after six years) and 10½ days public and privilege holidays per annum.

Any move to The National Archives 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/ (opens in new window)

Reasonable adjustments

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. 

If you need a change to be made so that you can make your application, you should: 

• Contact The National Archives via [email protected] as soon as possible before the closing date to discuss your needs 

• Complete the ‘Reasonable Adjustments’ section of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional

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Feedback will only be provided if you attend an interview or assessment.

Security 

Successful candidates must pass a disclosure and barring security check. 

People working with government assets must complete basic personnel security standard checks (opens in new window)

Nationality requirements 

This job is broadly open to the following groups: 

• UK nationals

• nationals of the Republic of Ireland

• nationals of Commonwealth countries who have the right to work in the UK

• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)

• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)

• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in new window)

Working for the Civil Service

The Civil Service Code  (opens in new window) sets out the standards of behaviour expected of civil servants. 

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. (opens in new window) 

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. 

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy. 

This vacancy is part of the Great Place to Work for Veterans initiative. (opens in new window)

Contact point for applicants:

• Name: The National Archives Recruitment Team 

• Email: [email protected]

Further information 

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact The National Archives via email: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission at https://civilservicecommission.independent.gov.uk/recruitment/recruitment-complaints/ (opens in new window)