Grade: SCALE 4/SCALE 5
Role code: EMD0310
Status: Police Staff

Main purpose of the role:

Prepare case files in accordance with the requirements of the Case Building Plan prepared by the File Adjudicator, identifying any matters that might undermine either the prosecution or defence, to support the provision of a full evidence file to Crown Prosecution Service (CPS) to assist in achieving successful prosecutions. APRIL 2016

Main responsibilities:

  • Preparation of files at initial stage for submission to CPS taking in to account the requirements of the latest National File Standards and File Submission processes (e.g. 2015 Transforming Summary Justice) and where necessary further work at upgrade stage, This requires an assessment of the case, determination of what is required for the file and obtaining of the necessary documentation / information, media and where appropriate interrogation of Essex Police system to gather relevant data for inclusion on the files. Provide a presence as the Court Attending Officer, either in person or via telephone/email (depending on current agreed practice) to provide assistance to CPS lawyers, HMCTS Legal Advisor, Magistrates/District Judge and defence representatives at Not Guilty Anticipated Plea (NGAP) hearings to ensure proactive case management of evidential files entering the system. Liaison with File Adjudicator and Criminal Justice Administrator colleagues in respect of witness statements and unused material, identifying any issues which may have an effect on the timely submission of the evidence file to CPS. Maintain a working knowledge     of relevant guidelines, legislation and policy in respect of the preparation of evidence files, taking account of the Victims- Code of Practice and Witness Charter, identifying the need for appropriate application of Special Measures and drawing this to the attention of the Criminal Justice Witness Care Unit as necessary. Reports to the Line Manager (File Adjudicator) in respect of local performance for evidence file submission where non-compliance with procedures regarding conduct of interviews, questions of identification or general conduct of investigation is identified to prevent issues impacting upon success of case once submitted to CPS.
  • Monitors / liaises with officers and other Criminal Justice staff to ensure timely and appropriate action on all matters pertaining to the submission of prosecution files to the CPS standard. JUNE 2015

Vetting level:

Management vetting req.

Necessary experience:

Post holder must be methodical and the ability to communicate effectively at all levels.

Must be able to appropriately demonstrate ability to apply knowledge to a wide range of circumstances, based on the facts presented.

Good team working skills are required as the success of the role depends upon the team members working effectively together.

Good time management and administrative skills as the accurate presentation and timeliness in presenting the file is essential.

Strong customer focus is essential in order that the agreed objectives are delivered SKILLS Essential Excellent communication skills

Desirable Ability to assimilate and retain information Flexible team player Flexible team player


Analyse Critically (Level 1) 

I recognise the need to think critically about issues. I value the use of analysis and testing in policing. I take in information quickly and accurately. I am able to separate information and decide whether it is irrelevant or relevant and its importance. I solve problems proactively by understanding the reasons behind them, using learning from evidence and my experiences to take action. I refer to procedures and precedents as necessary before making decisions. I weigh up the pros and cons of possible actions, thinking about potential risks and using this thinking to inform our decisions. I recognise gaps and inconsistencies in information and think about the potential implications. I make decisions in alignment with our mission, values and the Code of Ethics.

Collaborative (Level 1)      

I work cooperatively with others to get things done, willingly giving help and support to colleagues. I am approachable, and explain things well so that I generate a common understanding. I take the time to get   to know others and their perspective in order to build rapport. I treat people with respect as individuals and address their specific needs and concerns. I am open and transparent in my relationships with others. I ensure I am clear and appropriate in my communications.

Deliver, Support and Inspire (Level 1)    

I take on challenging tasks to help to improve the service continuously and support my colleagues. I understand how my work contributes to the wider police service. I understand it is part of my collective responsibility to deliver efficient services. I take personal responsibility for making sure that I am working effectively to deliver the best service, both individually and with others. I am conscientious in my approach, working hard to provide the best service and to overcome any obstacles that could prevent or hinder delivery. I support the efficient use of resources to create the most value and to deliver the right impact. I keep up to date with changes in internal and external environments. I am a role model for the behaviours I expect to see in others and I act in the best interests of the public and the police service.

Emotionally Aware (Level 1)        

I treat others with respect, tolerance and compassion. I acknowledge and respect a range of different perspectives, values and beliefs within the remit of the law. I remain calm and think about how to best manage the situation when faced with provocation. I understand my own emotions and I know which situations might affect my ability to deal with stress and pressure. I ask for help and support when I need it. I understand the value that diversity offers. I communicate in clear and simple language so that I can be easily understood by others. I seek to understand the thoughts and concerns of others even when they are unable to express themselves clearly.

Innovative and Open-minded (Level 1)   

I demonstrate an openness to changing ideas, perceptions and ways of working. I share suggestions with colleagues, speaking up to help improve existing working methods and practices. I constantly reflect on my own way of working and periodically review processes and procedures for continuous improvements. I adapt to change and am flexible as the need arises while encouraging others to do the same. I learn from my experiences and do not let myself be unduly influenced by preconceptions.

Take Ownership (Level 1)  

I actively identify and respond to problems. I approach tasks with enthusiasm, focusing on public service excellence. I regularly seek feedback to understand the quality of my work and the impact of my behaviour. I recognise where I can help others and willingly take on additional tasks to support them, where appropriate. I give feedback to others that I make sure is understandable and constructive. I take responsibility for my own actions, I fulfil my promises and do what I say I will. I will admit if I have made a mistake and take action to rectify this. I demonstrate pride in representing the police service. I understand my own strengths and areas for development and take responsibility for my own learning to address gaps.


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:

Casefile Preparation (Level 3)      

Identify and present case materials, working with the CPS to progress the case. Example: Distinguish between evidence and unused material, identifying material, which might undermine the prosecution or assist the defence. Record, retain and reveal all unused material, distinguishing between sensitive and non sensitive. Ensure quality and accuracy of file contents, presenting evidence logically and with integrity. Present honest and objective comments regarding the strengths and weaknesses of the case in a fair and justifiable manner to the CPS. Liaise with the Criminal Justice Unit and/or Crown Prosecution Service for advice, as required submit the correct and completed case file to the Criminal Justice Units in the required time scales. Respond promptly and positively to CJU/CPS requests in respect of further actions.

Customer Services (Level 4)        

Able to identify and interpret more complex problems affecting customers. Suggests improvements in customer services and generates solutions on behalf of customers, taking the necessary action to deliver these solutions. Regularly provides enhanced and high level customer service. Demonstrates the ability   to select information for communication to customers and improve the flow of information between the organisation and customers. Actively seeks opportunities for improving working relationships.

Health & Safety (Level 3)   

Has a basic understanding of Health and Safety issues affecting the current role and working environment. Takes responsibility for personal safety and the safety of others. Aware of hazards and reports problems identified to line manager. Understands and minimises the physical risk of injury through the use of proper manual handling procedures.

Information Gathering & Analysis (Level 3)       

Able to collect and store information relevant to own work and make sure that it is accurate, up-to-date and in line with the organisation's policies and procedures. Information gathered is sufficient for the purpose.

Information Management & 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.

Know. of Police Environment & Policy (Level 3) 

Has a basic awareness of current policing issues, the environment in which Kent Police and / or Essex Police operate and developments in the way the County is policed. Possesses sufficient knowledge of the roles of the various Areas / Departments, organisation structures and police systems to operate effectively. Understands appreciates and adheres to working procedures, practices and policies relevant to the current role. Familiar with Force goals and local business plan objectives.

Knowledge of Legislation and Policy (Level 4)   

Has a thorough understanding of all legislation, policy and procedure relevant to the current role. Able to apply this and offer advice to colleagues as necessary.

Mgmt of Police Information (MOPI) (Level 4)    

Full compliance with Level 3. 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 and has working understanding of appropriate National Retention Schedules. Is able to quality assure own records management processes as well as those of any staff for whom they have supervisory responsibility. Is aware of where to seek further support in relation to Records management within force when necessary. If nominated as an Information Asset Assistant is familiar with the NPCC Information Asset Owners Handbook.

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.

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.

National Occupational Standards: