Job title: DBS Decision Maker Grade: SCALE 5 Role code: E90326 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Conduct extensive database research in respect of applications made to the Disclosure and Barring Service (DBS) from individuals seeking to work in either paid or non-paid roles within the Childrens and/or Adults Workforce Sector(s) and specific roles in Other Workforces, making informed decisions as to whether it is relevant and proportionate to disclosure that information in order to enable safeguarding of vulnerable adults and children. The post holder will compile reports for the Barring arm of the DBS to assist in the decision making process when it comes to barring an individual from working with vulnerable adults, children or both.
Conduct intelligence checks and ensure all relevant information is located on an applicant and/or an associated 3rd party on Essex Police Intelligence systems, whilst operating within the Quality Assurance Framework (QAF) guidelines within Essex Police Vetting Department in order to maintain consistency and ensure that risks to vulnerable groups can be assessed at the next stage of the DBS application, against each specific piece of relevant intelligence.
Identify where additional information may be available, accessing sensitive databases, ensuring that necessary enquiries are made in order that all information recorded in respect of an application is accurate in order to prevent inaccurate data leading to safeguarding concerns for individuals working with children and vulnerable adults.
Analyse relevant information located on a DBS applicant and/or 3rd party and evidence decision making on the appropriate auditable format - AT2/AT3 (to record all data found and to rationale a balanced overview), evidencing a sound knowledge and ability to balance both the need to safeguard against the Human Rights (Article 8, Human Rights Act 1998) of the applicant and/or 3rd party with the aim to discard all intelligence which would not be additionally relevant to the risk an applicant and/or 3rd party may pose to children or vulnerable adults, is not capable of substantiation or proportionate to disclose, leaving only information which has been deemed proportionate to disclose based on potential risk.
Appraise remaining information regarding the necessity to disclose said information in order to effectively safeguard children and / or vulnerable adults. If no information needs to be disclosed or quality assured then the Decision Maker makes the final decision and the application is returned to the DBS, which is dip tested for quality assurance by the Senior Coordinator, or if a disclosure needs to be made this is submitted to the Senior Coordinator.
Maintain an up to date and in depth knowledge of DBS Quality Assurance Framework (QAF), Legislation, Home Office Procedures, Data Protection and Essex Police policy, in order to provide the best service possible and to ensure safeguarding decisions are correct, and to ensure proper advice and guidance is given to members of the public, police staff and police officers.
Support, as required, the Senior Coordinators by completing both training and quality assurance checks, to ensure that the quality of the work completed is accurate and within DBS guidelines in order to prevent inaccurate data leading to safeguarding concerns for individuals working with children and vulnerable adults.
Achieve agreed service/compliance levels of service regarding timeliness and quality of performance to ensure that the local and global service level agreements are met which in turn keeps the DBS Department working as an effective public safeguarding body.
Complete Barring arm referrals that are received within the Department in a timely manner and to a high standard, this will include the redacting of paperwork requested to a high level of accuracy.
Recruitment Vetting. (RV).
This role involves extensive use of IT systems and therefore the post holder must be IT proficient. Training provided for the use of various specialist IT systems including PNC, Intelligence System, DBS, ViSOR, PROtect and NSPIS. Must be able to work with a high degree of accuracy and attention to detail. Must be able to work within a target driven environment. Good communication skills essential.
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.
Customer Services (Level 3)
Responds promptly and effectively to requests for assistance from customers, establishing and checking their service requirements.Understands the importance of completing accurate customer records and provides them with accurate and up to date information. Works well with others to improve standards of service and gathers information on customer feedback both positive and negative. Confident in face to face and telephone encounters with customers, accurately gauging needs and feelings through observation of behaviour and sensitive questioning. Is helpful and courteous at all times and remains calm, minimising potential conflict situations.
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.
Knowledge of Legislation and Policy (Level 3)
Demonstrates a sound working knowledge of all legislation, policies and procedures relevant to the current role. Familiar with all five codes of practice but particularly well versed in the practical application of codes A, B and E. Able to apply this knowledge to suit the needs of the current role.
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 3)
Has a good understanding of office routines and procedures, and possesses skills in planning, organising and monitoring work. Understands record keeping, filing and data storage systems, and can ensure that information is stored accurately / logically, within Force guidelines. Able to organise the provision and storage of office supplies, stationery and consumable items etc. to ensure that appropriate stock levels are maintained. Able to undertake basic research and supply information in a well presented manner. Can draft and prepare routine documents.
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.