The Offender Subject Access Request team sits within the MoJ’s Security, Services and Information Governance Group Directorate, which has a broad range of responsibilities including corporate communications through to information management and records compliance. As part of the Directorate’s Information Services Division, our aim is to ensure the MoJ holds information in compliance with legislation; that all information is correctly stored, accessible, and shared appropriately; and our information is protected, and the risks managed. We believe that knowing what information and records we have and having the right information available at the right time by those who need it or request it, is at the heart of an excellent justice system.

The Offender SAR team manage and process subject access requests (SARs) on behalf of the MoJ. The role involves liaising with its agencies to retrieve personal information held on the requestor and then prepare it for release in compliance with the Data Protection Act 2018 (DPA). The team receives more than 6,000 requests per annum.

Role Purpose 

This is an exciting time for the team as we are seeking to make significant changes and improvements to many aspects of how we work and the service we provide, especially investigating new technology available and how this can increase efficiencies. You will also be joining the team as it prepares for an increase in work following the Probation Reform Programme.

You will be joining an expanding team who provide a dedicated and expert function in processing all offender SARs. The team have a strong customer service culture, providing a key service across Her Majesty’s Prison and Probation Service (HMPPS) so the ability and expertise to build strong professional relationships on both an individual and team basis is very important. Close liaison with individual prison establishments and probation offices are vital to meeting our performance indicators and there will be opportunity to develop this further. The role is important as it ensures that offenders are supported through their sentence and rehabilitation by having access to the right information at the right time, by responding to requests in full and within statutory timescales.

The successful candidate will become a caseworker within the vetting team who are responsible for reading the information collated in response to the request and determining what information can be released. The role requires the consideration of the DPA against personal information being reviewed. This is a vital part of the function of the team and the Department’s compliance with the DPA.

Main Activities / Responsibilities

The job holder will be required to undertake the following duties and responsibilities:

• Process personal information requested in a SAR and determine what information can be released and what is exempt from disclosure. This involves reading large volumes of sensitive information in hard copy and digital formats, carefully and accurately to ensure that information is released and/or withheld from disclosure in accordance with the DPA
• Update records on in-house computer system
• Answer queries (telephone and correspondence) from customers and colleagues across the Department
• General ad hoc office duties, including some manual handling
• You will demonstrate and encourage behaviours which support the MoJ and Civil Service values.

Essential experience

• Experience of delivering customer service excellence in a processing environment.

Desirable Experience

• Working knowledge of the DPA and the General Data Protection Regulation (GDPR)
• Experience of working in or with HMPPS
• Experience of using Microsoft computer package, i.e. Word, Excel, Outlook and Access.