Central Authorities Bureau Co-ordinator

Job title: Central Authorities Bureau Co-ordinator
Grade: SO 1
Role code: END0303
Status: Police Staff
Home Office code: Operational Support

Main purpose of the role:

Manage authorisations for covert policing activity in compliance with Part 2 of RIPA 2000, Part 3 of the Police Act 1997 and other legislative requirements. Develop and maintain a detailed working knowledge of these Acts in order to operate as a central point of contact providing expert advice to officers of all ranks and external agencies. Provide an efficient and effective quality assurance function for CHIS and Covert Operations submissions. Undertake direction liaison on behalf of Kent and Essex Police with the Office of Surveillance Commissioners.

Main responsibilities:

• Develop and maintain an in-depth and detailed knowledge of Part 2 of RIPA 2000, Part 3 of the Police Act 1997, Prison Rules 1999, Home Office national rules, Data Protection, Human Rights Act, CPIA and all other relevant legislation and national codes of practices in regard to CHIS registration and Covert Operations activity. To act as a central specialist point of contact and advisory service to Kent / Essex officers of all ranks and external agencies in regard to applications, associated submissions and live operational issues by applying theory to practical situations.
• Manage and quality assure all CHIS registrations / changes via the COSMOS secure database, undertaking further research / checks via COSMOS, PNC and other Force Computer Systems. Ensure accuracy in regard to previous and changed convictions / 'flaggings', checking and updating specific conditions of use, identifying hidden markers (Level 5) and involvement in current covert operations, in order to identify threats and risks which could compromise operations and leave Kent and Essex Police vulnerable. Manage and update Controllers in regard to the progress of CHIS registrations / changes and authorisations in compliance with RIPA legislation, including disclosure rules. This includes validating / rejecting applications prior to approval by the Force Authorising Officer or ACPO, drawing to their attention or personally briefing them in regard to any irregularities or specific additional information. Forward authorised applications via security encrypted fax to SOCA for inclusion on the national database, ultima ely advising Controllers of authorisation. In addition undertake searches of COSMoS in accordance with Tasking requests received into the Bureau and organising payment for letters of absolute discretion.
• Manage and quality assure / amend all Covert Operations applications and associated submissions on behalf of Kent / Essex Police and other Forces / Agencies via COSMoS and other systems. To include Directed / Intrusive Surveillance, Property Interference, Undercover Officer, Covert Internet Investigator and Prison Rules to ensure compliance with regulated timescales, authorisation processes and relevant legislation and in some cases applying specific measures ie Serious Crime / Urgency criteria. Conduct research of intelligence systems and initiate further enquiries with personnel to ensure accuracy / provenance of information and to ensure submissions are not open to challenge under the Human Rights Act prior to submission to the Authorising Officer (Superintendent, ACC or Chief Constable). In addition be vigilant in scrutinising submissions to ensure that surveillance being undertaken is within the scope of the authorisation and that it does not conflict with other operations / tactics, if necessary use dis retion to rectify / report the issue.
• Produce management information regarding the current status of all submissions coming into the Bureau including urgent applications, T&CG priorities and rejections by updating and interrogating appropriate work queues / systems. In addition to maintain an overview of all work coming into the department to ensure appropriate submissions are prioritised and organisational demands are met. In order to establish this CAB Co-ordinators work closely with Force Authorising Officers. Lastly maintain records of COSMoS user changes and update the system as appropriate.
• Prepare documentation for CPS on before of the FAO in the form of Court Texts and Disclosure Schedules. To include the writing of Texts to be presented to Judiciary and the completion of sensitive disclosure schedules in accordance with CPIA for use by prosecuting counsel at court, this may require the post holder to undertake a personal briefing.
• Develop and maintain strong working links with the Office of Surveillance Commissions and UK national CAB Offices in order to ensure efficient communication surrounding the development of issues relating to CHIS and Covert Operations. Provide a central point of contact on behalf of Essex / Kent Police with the Office of Surveillance Commissioners and SOCA.
• Participate in the required on call rota providing a central point of contact nationally for urgent covert operations authorities / CHIS sensitive searches required both inside and outside of working hours, providing expert advice and guidance to on call SCD Superintendents and Force Authorising Officers. This may require the post holder to remain / return to the workplace in order to utilise secure systems / communication lines to personally brief Senior Officers. This may include verbal authorities directly obtained via the Chief Constable or the Office of Surveillance Commissioners.
• CAB Co-ordinators should also undertake any tasks that are deemed appropriate by the CAB Manager in order to maintain the efficiency and effectiveness of the unit. This includes deputising for the CAB Manager during times of absence, providing line management and support to the Bureau in order to ensure that a professional service is provided at all times.

Updated July 2013

Vetting level:

Management Vetting required.

Necessary experience:

Essential: GCSE English at C Level or equivalent / relevant qualifications or experience that evidence that the post holder has the ability to perform the role.

Hours worked are primarily day shifts Monday Friday, but CAB staff are required to work unsociable hours occasionally. CAB staff have a 24/7 on-call responsibility to support covert investigations.

As this post will have access to secret / confidential information, the post holder will be vetted to be vetted to Management and Security Clearance levels in accordance with Force Policy.

The Central Authorities Bureau Co-ordinator should have an in-depth and detailed working knowledge of relevant local and national legislation and policy including, Part 3 of the Police Act, Part 2 Regulation of Investigatory Powers Act (RIPA), Prison Rules, Criminal Procedures and Investigations Act (CPIA), Human Rights Act and Rules of Disclosure, Home Office Codes of Practice in regard to Intrusive and Covert Surveillance and CHIS, Office of Surveillance Commissioners procedures and guidance in regard to covert surveillance and property interference and Police Standard Operating Procedures for Use and Management of CHIS. Based on this knowledge the post holder must be able to research, assimilate and interpret information and apply this to practical situations.

In this demanding role the post holder must be highly flexible, committed, self-motivated, capable of managing competing demands via prioritisation, possess excellent organisational skills and be able to manage a high degree of pressure. Excellent verbal and written communications skills are essential in order to confidently brief officers and staff at all ranks up to and including ACPO, external agencies including the Office of Surveillance Commissioners and to produce relevant and accurate documentation subject to Disclosure Rules. It is essential that candidates have proven office / administrative experience preferably in a quality assurance or auditing role.

Sound judgement and the ability to apply theory to practical situations is essential as is initiative, problem solving and decision-making.

The post holder should have a thorough working knowledge of COSMOS, Kent / Essex intelligence systems and PNC and be fully cognisant of the rules in regard to Data Protection and the management of secure databases. Keyboard skills and knowledge of Microsoft Office products including Power Point are also essential.

This role represents a specialist within the field of authority for covert operational activity both locally and nationally, requiring extensive training and substantial practical experience. Post holders should be educated to GCSE C level or equivalent standard in English.

The post holder will be required to deal with sensitive information and be MV and SC vetted therefore they must demonstrate and evidence a high degree of professionalism and integrity and will need to be discriminating in how and when this information is shared.

This post is deemed to be a designated post. Vetting clearance is a pre-requisite of employment in designated posts and the post holder will be subject to management vetting assessment every 7 years. National security vetting clearances are reviewed every 10 years.

Behaviours:

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.

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:

C.H.I.S. (Level 5)

Act as registrar to covert human intelligence sources ensuring quality assurrance to documentation and risk management. Undertake authorising officers duties in accordance with legislation, policy and procedure. Ensure intelligence reports are quality controlled and a detailed, relevant and accurate risk assessment has been completed. Ensure the controller has a documented strategy for managing the risks and communicate recommendations of any discrepancies found. Ensure requests for use and conduct are in accordance with proportionality, legality, accountability and necessity and are proportionate to the identified policing objectives. Record authority given to each source and the period of time authorised in accordance with legislation. Submit recommendations regarding ACPO authorisation of use and conduct as required. Authorise or recommend the issue of letters 'text' to the court, rewards and lifestyle payments in accordance to service policy, procedure and practices. Document rationale upon withdrawal of   police source. Ensure a risk assessment has been completed with an exit strategy for the safety of the source, handler and service. Provide tactical advice and guidance on the use of authorised sources during operational deployment in accordance with service policy, procedure and practice. Liaise with Force registrar regarding use and conduct issues as required. Provide advice and guidance on the use of authorised sources in accordance with legislation and policy.

Data and Systems Security (Level 3)

Able to undertake the testing of data to ascertain accuracy and can report findings and implications to the appropriate authority. Can create and request non standard reports from systems and interpret information supplied from system and audit logs. Recognises when technology has been misused and displays discretion in identifying the appropriate response. Aware of the software, hardware and environmental controls that should be in place and whether they are operating effectively. Familiar with a range of Force systems, networks, their use and registration. Possession of QiCA is desirable.

Health and 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 and Analysis (Level 5)

Information gathered is sufficient, valid and reliable and is consistent with the organisation's values, policies, guidelines and procedures. Able to deal with situations when information is insufficient, contradictory or ambiguous. Able to organise and interpret information so that conclusions can be drawn.

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.

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 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.

Management 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 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.

Risk Management (Level 4)

Able to anticipate risks likely to affect the team's ability to execute their function, in terms of likelihood and impact, and assesses how the challenges facing the wider organisation might affect their team and their objectives. Has an understanding of pathways to alert local managers to flawed or ineffective operational control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.