Assessment & Admin Team Manager

Job title: Assessment & Admin Team Manager
Grade: PO 3
Role code: ER307a
Status: Police Staff

Main purpose of the role:

Direct, develop and co-ordinate the delivery of the OC information research gathering, analysis and dissemination responsibilities and vetting responsibilities, manage the workload of role holder designated teams and ensure that all activity is proportionate and in accordance with relevant legislation, force policy and procedure. Provide effective co-ordination of resources to ensure efficient and effective service provision across the range of designated OC team functions, giving advice and guidance where necessary to OC team members and making informed decisions as to whether it is relevant and proportionate to disclose information in order to enable safeguarding of vulnerable adults and children.

Main responsibilities:

• Manage role holder designated OC teams on a day to day basis, assign and co-ordinate workload and manage and motivate staff by providing direction and leadership, completing staff appraisals, addressing welfare issues, advising on personal development, training and coaching, in order to build and sustain an effective team capable of achieving OC Objectives.
• Ensure effective resource management within the OC; assisting with monitoring of duties and distribution of staff across the range of the OCs functions in order to provide a high quality service at all times.
• Achieve agreed service/compliance levels of service regarding timeliness and quality of performance to ensure that local and global service level agreements are met, which in turn keeps the OC working as an effective resource assisting Essex Police to satisfy its duty of prevent and reduce harm to vulnerable persons.
• Develop and improve the internal working practices, processes and unit structures of the OC in order to reduce inefficiencies, add value to services and increase service provision to Essex Police and partnership agencies.
• Review and assess designated teams work product to ensure appropriate and consistent information research, analysis and dissemination is occurring and that appropriate and consistent vetting and disclosure decisions are being made, taking into account all parameters of legislation, force policy and procedure, ensuring remedial action is taken where necessary.
• Build and maintain professional relationships and trust with internal and external stakeholders, participate in relevant meetings, prepare and deliver strategic reports, briefings and presentations to Chief Officers, senior managers, external agencies: provide expert consultancy and advice, evaluation and reports on the delivery of OC objectives and areas of interest.
• Complete training to ensure and maintain proficiency in role requirements.
• Undertake all such other reasonable duties as may be required by the OC DCI, in order to ensure the OCs commitments are met.

Vetting level:

Management vetting req.

Necessary experience:

The role holder must be able to demonstrate and evidence 3 to 5 years previous experience of managing and developing a team within a customer focused and office environment.

3 5 years of experience of risk assessment and management, preferably within a public protection setting, is required.

The role holder must be able to demonstrate managing and developing strong partnerships and stakeholder relationships.

The role holder must be able to demonstrate excellent verbal and written communication skills, be able to analyse, interpret and risk assess qualitative and quantitative data, and have interpersonal skills that engender credibility and confidence. A high degree of confidentiality, integrity and discretion is necessary, as the role holder will be required to deal with sensitive information.

The role holder must be able to work with a high level of accuracy and attention to detail. They must have experience of managing a large team working to tight deadlines with a high volume of work.

Knowledge of legislative and regulatory frameworks relevant to the role, such as the Data Protection Act, Human Rights Act and Management of Police Information, in addition to Essex Police policy in relation to disclosure of information, would be advantageous. The role holder will need to acquire and maintain up to date knowledge of the Notifiable Occupations Scheme, The Children and Family Courts Advisory Support Services (CAFCAS), Southend, Essex & Thurrock (SET) procedures, the Domestic Violence Disclosure Scheme (DVDS) and the Child Sexual Offences Disclosure Scheme (CSODS).

Behaviours:

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.

Take Ownership (Level 2)

I proactively create a culture of ownership within my areas of work and support others to display personal responsibility. I take responsibility for making improvements to policies, processes and procedures, actively encouraging others to contribute their ideas. I am accountable for the decisions my team make and the activities within our teams. I take personal responsibility for seeing events through to a satisfactory conclusion and for correcting any problems both promptly and openly. I actively encourage and support learning within my teams and colleagues.

Values:

Impartiality (Accredited)

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.

Integrity (Accredited)

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.

Transparency (Accredited)

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.

Technical skills:

Business Planning (Level 5)

Manages the production of the Division / Department Business Plan, ensuring it supports the strategic aims of the Annual Force Policing Plan. Monitors and reviews local plans and ensures objectives and targets are achieved. Instigates remedial action where necessary. Advises Chief Officers of successes to ensure these are effectively communicated both within and outside the Force.

Customer Services (Level 5)

Identifies improvements in service delivery through analysis of customer feed back and performance monitoring. Initiates change in response to customer requirements and evaluates changes designed to improve service to customers.

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 5)

Can retrieve information from computer searches across data source boundaries e.g. across a number of data sources, across county. Can analyse and compare data from such searches. Understands significance of findings and can provide guidance on the reliability of forecasts resulting from data analysis. Can monitor data quality in the work of others, and may manage the impact of data quality issues.

Intelligence Gathering and Analysis (Level 5)

Has a good working knowledge of the intelligence function as a whole. Able to undertake intelligence gathering and analysis in conjuction with other organisations, generally involving more complex situations and/or level 2 targets.And/or supervises others who are analysing and gathering intelligence. Able to make decisions regarding the allocation of information received and when packages are put together, to make decisions as to their level of priority.

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 5)

Has a thorough understanding of the police service, nationally and locally, and is proactive in developing proposals which affect the way Kent Police and/or Essex Police operates. Possesses a detailed understanding of the inter-relationships between activities, roles, functions, and how organisation structures and police systems work. Understands and impacts on working procedures, practices and policies within areas of responsibility and ensures that these are followed at all times. Contributes to Force goals and is laccountable for delivering local business plan objectives.

Knowledge of Legislation and Policy (Level 5)

Has a thorough understanding of the responsibilities of the police and all other participants in the legal process. Has overall responsibility for advising other officers on the application of all legislation, policy and procedure relevant to the current role. Confident in the application of the complaints procedure and policy, able to initiate an investigation, where this is warranted, and secure relevant evidence.

Management of Police Information (MOPI) (Level 5)

Has sufficient understanding of the NPCC records management policies be able to offer appropriate guidance and support to staff. Is able to identify the appropriate MOPI group for any record with a policing purpose and ensure that all policing records within the team are retained, reviewed or destroyed in line with the MOPI codes of practice. Quality assures staff to ensure a full understanding and compliance with the APP for Information Management (incorporating MOPI guidance), highlighting failings and taking appropriate action as required. Ensures training and / or refresher training is provided and completed. Ensures that systems are correctly linked together to ensure effective management and recording of information across systems. Appropriately reviews digital information held on system(s) and physical records in storage to ensure that they are retained only where there is a policing purpose. Complies with relevant policies and procedures in respect of prioritisation, sanitisation, dissemination, shari g, 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 5)

Expert in the use of one or more office software products. Is proficient in the use of these packages to significantly enhance the quality and/or presentation of work required within the role. This is likely to relate to the use of spreadsheet, database or desktop publishing packages and may include the manipulation of reports, moving data between applications, using scanning or optical storage peripherals, etc. to make the best use of information Recognises and makes the best possible use of office systems and/or understands how office systems can be used to improve the way work is undertaken.

Risk Management (Level 6)

Able to anticipate, accurately define and establish the relative level of risk arising from events likely to affect the Force and its relationship with local communities. Responsible for addressing or accepting tactical vulnerabilities in the context of achieving local Force objectives; balancing multiple, potentially competing risks; and implement changes to policies, working practices and standard operating procedures as required. Identifies and challenges risks arising from collaborative and partnership arrangements. Has an appreciation that seizing opportunities also generates risks.

Vulnerable Victims (Level 3)

Has a working knowledge of the responsibilities of the police in respect of child protection, domestic violence and other vulnerable victims and persons in custody. Is aware of the basic person at risk procedure and knows how to begin the process. Is aware of the need for all vulnerable victims to be dealt with in a thoughtful and understanding manner and demonstrates the skill of being able to talk to people in distress. Has a working knowledge of law and procedure.