Job title: Corporate Vetting Decision Maker Grade: SCALE 5 Role code: EU70105 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Co-ordinate and administer the Security / Management / Developed / Recruitment, Non Police Personnel Vetting programme and Notifiable Occupations, providing advice and guidance to managers and applicants on vetting issues, including vetting decisions on applicants, ensuring a corporate approach to vetting through the provision of a professional service. Co-ordinate vetting processes and procedures, including researching, interviewing, interpreting and reporting on candidates' personal information and maintaining the integrity and credibility of the process, in order to ensure that processes are undertaken in accordance with all relevant legislation, Force policy and procedure.
Provide advice and guidance to line managers throughout the Force and applicants on all aspects vetting policy and processes, having due regard to the requirements of Human Rights, Data Protection and Freedom of Information Act legislation, reinforcing to candidates the importance of the accuracy and relevance of data supplied by them during the recruitment process, interpreting and determining from researched information the amount of data input required for National Security and Management Vetting processing.
Assess and interpret completed forms, providing guidance on methods of information gathering, determining the level of vetting required for each candidate, and monitoring and actively pursuing the progress and completion of a candidate's vetting application. Dealing with all vetting matters in a strictly confidential, sensitive and professional manner, in order to maintain the integrity and credibility of the process and the Central Vetting Unit and ensuring that all such checks are completed in accordance with the Force and National Vetting guidelines, relevant legislation and Force policy.
Process National Security checks, Special Branch vetting checks, PND checks within the Central Vetting Unit, PNC, and other Force database checks as necessary, interpreting data and identifying issues for further investigation, and the maintenance of the Unit's database.
Research, interpret and report on the professional and private life, financial affairs, associations and employment history of officers, staff and potential applicants for posts within Essex Police and Non- Police Personnel with access to Essex Police premises and/or systems, by interrogating national and local databases, including the Police National Database (PND), Special Branch and other relevant databases, overseeing the creation and management of candidates' vetting files, producing reports presenting the candidate's background in a full and methodical manner, supporting effective, fair, proportionate and timely decision-making, managing all data, records, files, correspondence and other documentation, ensuring the accuracy, detail, confidentiality and timeliness of all such information held or processed, in accordance with Force policy and relevant legislation.
Analyse data and, where necessary, undertake personal interviews with the individual concerned in order to obtain the necessary information for decision-making, displaying a professional and sympathetic approach when dealing with sensitive issues, providing reassurance and strict confidentiality in the handling of personal data in order to maintain the integrity and credibility of the process and the Central Vetting Unit.
Manage the aftercare of all those holding vetting clearance, including those vetted to DV level, undertaking regular reviews and personal interviews, where necessary, in order to provide reassurance to the individual concerned and to ensure that vetting clearance is maintained in accordance with the National Vetting guidelines.
Management Vetting required.
The post holder must have a working knowledge of vetting policy and procedures which the post holder will follow.
Must have good negotiation skills 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.
The post holder will mentor all members of staff within the Management Vetting Team.
The job holder should be able to communicate and articulate confidently to all ranks of officers/staff.
Must be able to work to deadlines.
Must be able to act in a confidential manner at all times, which will be demonstrated through experience.
Attention to detail and report writing are essential within the role, this will be demonstrated through relevant experience.
The post holder will create and issue template letters if relevant to staff/colleagues.
Ability to use a variety of IT systems.
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.
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.
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.
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 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.
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 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 3)
Able to utilise relevant Force standard office software products such as word- processing, spreadsheet, database, presentation and desktop publishing packages to a standard that matches the requirements of the current role in terms of quality and speed. Can operate other items of essential office technology such as photocopiers, facsimile machines, answerphones, shredders, in order to effectively undertake the requirements of the current role. Aware of the implications of Data Protection and acts appropriately in this respect.
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.