Criminal Justice Unit Manager

Job title: Criminal Justice Unit Manager
Grade: PO 2
Role code: EMD0317
Status: Police Staff

Main purpose of the role:

Ensure the quality and timely completion of evidential functions assigned to the Criminal Justice Unit, through effective management of the Criminal Justice Unit.  Leading change relating to file submission processes ensuring, file quality and compliance with latest administration processes in order to maximise appropriate prosecution outcomes.

The post holder will provide leadership and guidance in respect of quality assurance and improvement initiatives, liaising with CPS, LPAs and Specialist Commands, and other CJ partners to agree and maintain submissions standards. Review and implement new criminal justice initiatives which impact upon the CJU functions, ensuring internal processes meet the requirements of Essex Police policies and procedures and any partnership agreement.

Main responsibilities:

• Maintain the capacity and capability of the CJU to administer the throughput of case files to CPS, HMCTS and Probation Service in accordance with National file standards. Retaining oversight of compliance with the Director of Public Prosecutions Charging Standards and Statutory Charging requirements. Provide the Police interface to the Crown Prosecution service on file administration issues, liaising regarding any process inefficiencies or issue and where necessary amending procedures and processes to ensure successful processing through the criminal justice process.
• Ensure adherence to local objectives, Departmental plan and internal policies and procedures to ensure the CJU facilitate the delivery of satisfactory outcomes in an efficient and effective manner. Ensure that existing policies are reviewed in line with new legislation and new policies are drafted where appropriate to incorporate new legislation and changes in the law, seeking to ensure that officers and staff do not knowingly operate outside the legislation. Where necessary presenting to Senior and Chief Officers
• Liaise with LPA and Specialist Command Teams in respect of local performance relating to evidence file submission and timeliness of file actions in relation to both overall team performance and where necessary, specific cases, including addressing escalations and remedial actions.
• Reports to the Operations Manager in respect of local performance, providing statistical data for analysis to enable them to deal effectively with any performance issues and operate best practice. Ensuring that all performance issues are addressed by the appropriate line management.
• Manage all CJU resources, including direct line management of Case Manager & Team Leaders. Ensuring all capability, discipline, staff development. appraisal and attendance management issues as well as recruitment and selection are appropriately dealt with. Ensuring future workforce planning is managed in order to retain capacity and capability to process the work of CJU.
• Represent Essex police at regional and national forums to develop CJ strategies. Leading for Essex police on the implementation, management, monitoring and review of national CJ initiatives. Representing Essex police at various multi-agency forums such as LCJB Action Teams, Court User Meetings and Independent Scrutiny Panels.
• Ensure a Criminal Justice input into for all IT developments and provide management oversight on all CJ IT deliveries.
• Manage all CJU staff training needs analysis. Ensuring that staff skills profiles support the delivery of CJU functions. Facilitating the continuous professional development of staff in order to enable them to realise their potential.

Updated Oct 2020.

Vetting level:

Designated post and post holder subject to Management vetting.

Necessary experience:

It is essential that the post holder has an established and demonstrable understanding of the Criminal Justice system, with at least 5-years experience in a related criminal justice environment a sound knowledge of related legislation, policies and procedures essential to the Criminal Justice system is required. This should be The post holder will also require a comprehensive knowledge of the interdependencies between the creation of case files and the quality required by CPS and be able to identify service improvement opportunities and an up to date knowledge of an operational police environment. The post holder will have previous line management experience and skills and the ability to manage and motivate staff across a range of roles within a frequently demanding environment in respect of achieving and maintaining quality standards. A methodical and thorough approach to work is essential, with the ability to prioritise workload demands as required. Good verbal and written communication skills are essential, including report writing and presentations. The post holder must be confident and professional, with the ability to influence and negotiate with managers and staff, engage with senior managers, Chief Officers and external counterparts, in order to achieve the required standards within the required deadlines. Good team working skills are required as the success of the role depends upon the team members working effectively together.

Good time management and a strong customer focus is essential in order that the agreed objectives are delivered.

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:

Budget Management (Level 5)

Knows how to access and request routine financial management information, to inform decision making. Considers alternative courses of action having discussed the financial implications with the budget manager. Is able to produce costed options for consideration by the budget holder.

Business Planning (Level 4)

Gathers relevant information and statistics to support the business planning process at Division / Department level. Identifies key objectives in order to improve local performance and ensures these are aligned with the Force Strategic Aims. Effectively communicates agreed objectives and targets to the local workforce. Plans for and ensures the best use of resources and value for money.

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 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 & 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 & 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 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

Know. of Police Environment & 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.

Mgmt of Police Information (MOPI) (Level 6)

Review, monitors and produces recommendations for revisions to policies and operating procedures for specialist area/ systems. Following agreement implements changes and disseminates changes to all relevant personnel, updating all associated processes and procedures whilst ensuring compliance with force policies, procedures and any relevant legislation. Provides advice and guidance to system users from outside of own section or directorate. Directs quality assurance processes in respect of prioritisation, sanitisation, dissemination, sharing, 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.

Risk Management (Level 5)

Able to anticipate, accurately define and establish the relative level of risk likely to affect their specialist function, in terms of likelihood and impact, together with how the challenges facing the wider organisation might affect their role within the force. Assesses the risks of national initiatives providing feedback at
the relevant level. Has an understanding of pathways to alert all appropriate senior managers to flawed or ineffective control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.

Training (Level 3)

Able to present and convey ideas and new/ revised procedures, on a one to one or group basis, to a logical and well structured plan. Aware of a variety of training techniques, tools and principles.