Briefings, Correspondence and FOI Adviser

Briefings, Correspondence and FOI Adviser

Birmingham, United Kingdom

Location - Birmingham

Base salary: £32,050pa to c.£37,700 pa depending on skills and experience. In addition, we offer a flexible benefits fund of 15% which is paid on top of base salary and is fully pensionable, as well as a range of competitive benefits – check them out in the Benefits section on our website.

As a Briefing, Correspondence and FOI Adviser at HS2 you will provide support to the Briefing, Correspondence and FOI Manager and administer systems to ensure the delivery of the Briefing, Correspondence and FOI function.

• Actively promote and embed Equality Diversity and Inclusion (EDI) in all your work, and support and comply with all organisational initiatives, policies and procedures on EDI.
• Prepare briefing materials and written correspondence from Members of Parliament, Peers and senior stakeholders for the HS2 leadership team, whilst working and coordinating with colleagues in other teams and functions.
• Deliver the provision of responses to Parliamentary Questions.
• Acknowledge, log, co-ordinate and respond directly to requests for information received by HS2 Ltd under the FOI Act 2000 and EIR 2004; making an assessment on the information held by the organisation, the service areas responsible and whether the information can be disclosed.
• Formulate responses to FOI/EIR requests, working with and advising colleagues, senior managers and directors in other directorates to reduce complex materials into a concise form and to agree a final response.
• Assist the Briefings, Correspondence & FOI Manager with internal training workshops; dealing with the logistics, preparing materials and supporting delivery where required, in order to ensure broad understanding across the organisation of FOI and EIR issues.
• Respond to updates in guidance and legislation, ensuring HS2 Ltd meets requirements through updating policy and procedures in relation to FOI Act and EIR.
• Administer systems and the team rota within the unit and support the BCFOI Manager to implement correspondence and FOI processes.
• Support procedures to enable comprehensive and accurate recording and reporting of correspondence and FOI data.
• Support the BCFOI Manager to maintain internal reporting by providing weekly, monthly and ad-hoc reports.
• Administer and support Public Affairs and External Affairs processes and programmes, including the Speaker Request process, maintaining and reviewing records to ensure accuracy and provide visibility to the wider business.
• Develop and maintain collaborative internal relationships, knowledge of the project and understanding of stakeholder concerns, ensuring flows of information across the business to support delivery of the directorate plan and the wider HS2 programme.
• Support the delivery of external affairs activities and projects, including supporting colleagues in providing appropriate briefing materials.
• Liaise with relevant Business Areas to ensure the appropriate accurate and timely population of the Publication Scheme with relevant information.
• Work as part of the BCFOI/Public Affairs rota, performing on-call out of hours duties when required.

• Communications skills, particularly clear, accurate and consistent written communication.
• Stakeholder management, influencing and negotiation skills, with the ability to adapt to different audiences and deal with difficult customers/stakeholders.
• Analytical skills, including the ability to collate, interpret and present information in a coherent and meaningful way.
• Project Management and planning skills, with the ability to work to specified timescales.
• Ability to handle confidential information sensitively and discretely.
• Ability to produce results to tight deadlines.
• Problem resolution skills, with the ability to identify issues and exercise judgement to solve problems and elevate as required.
• Proficient in Microsoft Office programmes (especially Excel) and CRM databases.

• Political awareness and understanding.
• Knowledge of information management systems and processes.
• Knowledge of the planning and parliamentary processes.
• Knowledge of Project Management techniques.
• Knowledge of the FOI Act (2000), EIR (2004) and associated legislation, guidance and codes of practice.
• Knowledge of corporate communications, community engagement, internal communications, social media, PR and media relations.
• Understanding of requirements for the publication of information.
• Understanding of customer relationship management (CRM) databases.
• Knowledge of Microsoft Office programmes, especially Excel.

• Experience of administering and maintaining information management systems.
• Experience in coordinating and responding to multiple customer or stakeholder enquiries in a timely manner.
• Experience of managing briefings and correspondence to senior stakeholders.
• Experience of working with financial, policy and technical concepts to deliver accessible and accurate information and…