Job title: Business Services Team Leader Property Grade: SCALE 6 Role code: EBC0136 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Coordinate and prioritise the day to day resources and demand for Property (lost/found/detained) Services, including overseeing the receipt, storage and disposal of property to deliver an efficient and effective service to maintain continuity of evidence. Supervise geographically based staff across Essex Property Departments and the Force Controlled Drugs Administrator to ensure that workloads, priorities, resources and performance are managed effectively and efficiently in order that operational units, support services and external contacts receive a high level of customer service
Supervise staff, providing direction and leadership, undertaking staff Personal Development Reviews, monitoring welfare, capability and discipline issues and advising on personal development issues that may arise in order to assist staff in maximising their performance and ensure standards are maintained.
Manage the aspirations of the staff by giving advice and training and where possible, allocating additional responsibilities in order for them to fulfil their potential and contribute to the effective delivery of Business Services requirements.
Develop and maintain administrative functions surrounding property storage and disposals, such as the safe and secure storage of high value and high risk property items, ensuring that all necessary processes are carried out in accordance with force policy and procedures and Health and Safety Legislation is complied with.
Develop and maintain systems to ensure that all enquiries regarding Property are logged, monitored, escalated or resolved appropriately, providing advice and guidance to officers and members of the public as necessary, ensuring that requests are effectively prioritised and actioned according to their needs, in order to ensure that service level agreements are achieved and maintained at all times and that there is an auditable reason for their retention.
Manage the delivery of property services, quality assuring record keeping, maintenance of electronic records, efficient use of available storage space and effective links with facilities for the transportation of items of property as necessary in order to ensure that services are delivered to a high standard and that customer expectations and service levels agreements are met
Review service delivery and make recommendations for continuous improvement, including working with the relevant individual(s) to identify the cause of service failures and opportunities for improvement and identify new processes/practices to increase productivity and efficiency, this will include escalating to the Assistant Business Services Manager (Geographic Services) in order to improve the quality of service and to ensure that high standards are maintained.
Undertake research and project work on appropriate areas within Property Department as directed, in order to provide an effective and efficient service, including achieving value for money.
Support the effective overall co-ordination of Property Departments across Essex, ensuring a flexible approach to meeting the support service directives, including working in collaboration with other Team Leaders in order to provide resilience and support with varying workloads and demand.
The Job Holder will have a good working knowledge of office administrative duties and appropriate and related policy, working practices, procedures and/or practical experience of the provision of a range of administrative support functions.
The job holder should have knowledge of Health and Safety and COSHH (Control of Substances Hazardous to Health) regulations.
The Job Holder must be organised, able to work under pressure, whilst providing first-line supervision. In addition, the job holder must have the ability to manage multiple customer requirements simultaneously and have a practical approach to problem solving. Good organisational skills and the ability to prioritise and set priorities for the team are essential together with managing and prioritising their own workload whilst handling a steady flow of interruptions.
The role requires the job holder to have a flexible approach to change, be confident and self-assured with strong leadership, communication and interpersonal skills, in order to build worki g relationships at all levels.
The role requires a flexible approach to working hours as on some occasions they may be called in out of hours to assist with the retrieval of property and will from time to time be asked to cover other Property locations within Essex. Access to a vehicle would be desirable
The job holder will need to be proficient in developing and implementing effective process changes and coordinating as directed by the Assistant Business Services Manager (Geographic Services), monitoring the teams' adherence to the change and evaluating their success.
The Job Holder will hold a current full driving licence and should have the ability to travel Countywide, sometimes to rural locations, or any other destination and be willing to undertake a drivers safety assessment to fulfil the requirements of the role.
The job holder will be IT literate, with a sound working knowledge of MS Office (Outlook, Word, Excel) and be willing to train on other force specific IT applications.
The job holder will und rtake various training courses whilst undertaking their role. This includes undergoing training on: Manual handling, making firearms safe and conflict management
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.
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.
Budget Management (Level 0)
Customer Services (Level 0)
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 Gathering and Analysis (Level 4)
Is able to identify reliable and appropriate sources of information and select methods of gathering information which are efficient and effective. Has a working knowledge of legislation and policy relevant to the collection, recording, storage and distribution of information.
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.
Interviewing - General (Level 3)
Demonstrates the ability to conduct effective routine interviews for a variety of purposes. Prepares and plans carefully and is clear about the purpose of the interview. Asks relevant questions and is able to obtain the required information. Regularly reviews personal interview performance. Adapts style to suit the needs of the interview.
Knowledge of Police Environment and Policy (Level 4)
Displays a general appreciation of changes affecting the police service. Understands the inter-relationships between the roles of the various Operational and Support activities, and how organisation structures and police systems work. Possesses a detailed understanding of working procedures, practices and policies relevant to the current role and the roles of subordinates and ensures that these are followed at all times. Is clear about Force goals and effectively contributes to local business plan objectives.
Management of Police Information (MOPI) (Level 3)
Has a basic understanding of the APP for Information Management (incorporating MOPI guidance) and its practical application. Recognises when there is a policing purpose to record information. Is familiar with the NPCC Retention Schedule. Takes personal responsibility to ensure information is recorded accurately and is retained for as long as it has a policing purpose and is stored in such way to allow it to be accessed by those with legitimate reason. Securely disposes of material which no longer has a policing purpose. Has successfully completed all standard relevant Information Management and Security, training package(s). Accurate use of Government Security Classification (GSC). Ensures physical and digital records are stored with appropriate security relevant to the sensitivity of the documents.
Office Organisation (Level 4)
Fully conversant with organising an office and able to develop working practices which impact on productivity. Able to adapt and innovate so that the office environment contributes to increased efficiency and effectiveness. Can plan and control office activities to meet objectives. Able to prepare and present management information which facilitates action. Effectively evaluates information/products and makes recommendations on following a course of action.
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.
Procurement - Purchasing (Level 4)
Effectively participates in presentations to Tenderers as part of the tendering process and to clients regarding developments within procurement. Is resourceful and competently acts as a first point of contact within the Unit, using an understanding of all stages of the purchasing and supply process to provide advice and guidance to clients. Coordinates and maintains the vendor rating system, updates the Purchasing Guide and Purchasing Manual and produces 'The Purchaser' to provide accurate, timely information and guidance. Actively promotes the role of purchasing throughout the Force. Able to identify and record both opportunity and financial savings.
Risk Management (Level 3)
Demonstrates an awareness of personal risk management issues, challenges or difficulties likely to affect the post holder in the execution of their duties. Able to anticipate risks likely to affect their work and knows how to communicate the likelihood and possible impacts of such events to line managers or supervisors.