Job title: Document Reader/Receiver Grade: SCALE 6 Role code: END0941 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Receive and read all documentation entering the Major Incident Room indicate any content to be indexed on Messages, Electronic Transmissions, House to House (HtoH) questionnaires, personal descriptive forms (PDFs), any bespoke questionnaires and any Action result text, in order to check that it has been correctly completed, assess whether fast-track actions should be raised and to be totally up to date with the state of the enquiry. The post holder will also be expected to perform other HOLMES functions, and perform outside investigative duties as required. There will be regular contact with investigating officers to discuss the content of documentation with the officer.
Receive and read all documentation entering a Major Investigation Room (MIR) including returned actions and accompanying documentation from enquiry officers and other documents, assessing documents for security levels, priorities and Government Protective Marking Scheme and prioritising all documentation, updating the Senior Investigating Officer (SIO) immediately of any important developments, thereby directing the enquiry in accordance with the SIO's Main Lines of Enquiry, in order ensure that the enquiry remains focussed, productive and to effectively manage costs.
Receive and quality assess all documentation, identify all investigative opportunities, raising actions, which would directly lead to the identity of either the suspect or the victim and assist in the successful outcome of the investigation, in order to ensure the efficient and timely progress of the enquiry, including assessing the initial priority given to a document, revising if necessary, reviewing and quality controlling the work of Investigators undertaking complex enquiries, and forwarding all marked up documents to the index section, ensuring that their status has been updated.
Move returned actions to the action complete queue on HOLMES 2, providing an indication of their current location and, when satisfied that an action is complete, indicate this on the action form and forward it for registration together with any accompanying documentation and return all confidential or restricted documents to the enquiry office for safekeeping, ensuring that any copy documentation issued with an action is returned with it, in accordance with GPMS.
Assess actions to eliminate persons, as defined by the SIOs policy, indicating on the action the appropriate elimination code to be entered on the nominal record and inform the action manager of any actions which may be pended or suggested for referral, in order to ensure that enquiries can be effectively focussed and that persons are not inappropriately eliminated from enquiries.
Assess all documentation received for security issues, indicating the marking required under the Government Protective Marking Scheme, forwarding all documents received for registration on the HOLMES system, in order to allow the Major Investigation Room HOLMES staff to progress the enquiry.
Receive and read messages, electronic transmissions and HtoH questionnaires, PDFs and any bespoke questionnaires, raising actions, indicating and underlining those parts of the document to be indexed, maintaining a complete knowledge of the investigation and its direction, advising and updating the SIO and relevant individuals as appropriate immediately of any important development(s), giving briefings if required, attending all briefings held by the SIO, in order to ensure relevant lines of enquiry are pursued to achieve a successful outcome.
Read and assess the content of the document to be marked up, underlining or highlighting the content of the document to be indexed, indicating which index records or documentary cross-references are to be created or updated, ensuring that all such work is completed in accordance with the major Investigation Standardised Administrative Procedures (MIRSAP) 2005, enabling the efficient retrieval of documentation and information.
Provide explicit instructions to raise an appropriate action, assessing the priority of the action, where a line of enquiry is apparent, recording a summary of the document commencing with the subjects name, thus assisting with several areas of HOLMES related interdependent activities within the MIR including list management, file preparation and disclosure, enabling the efficient and effective integration of activities and roles across the MIR.
Management Vetting required.
The Document Receiver/Reader must have proven skills and experience as a criminal investigator with Professionalising the Investigation Process (PIP) accreditation at level II or equivalent acceptable standard. For the receiver aspect of the role they should have previous managerial/supervisory experience with a sound knowledge of serious crime investigation, in particular Homicide is essential. The post holder should have previous experience of working with HOLMES based enquiries and will either be HOLMES trained to Document Receiver/Reader level or above or successfully complete a three week HOLMES course after appointment to the role.
The post holder will require strong interpersonal, verbal and written communication skills, as they will be required to provide updates, feedback or possibly presentations to officers at all ranks.
Good problem solving, planning and organisational skills are required, as is a high degree of self-motivation, flexibility, initiative and decision making ability. The ability to use a keyboard is essential, knowledge and experience of Police intelligence systems, and Microsoft Office Products, in particular Excel, is desirable.
The Document Receiver/Reader will need to familiarise themself with all the cases being investigated by the MIR and will therefore be the most up to date person within the MIR on the current state of the enquiry. The SIO is therefore likely to rely heavily on skills, knowledge and experience of the post holder.
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.
Crime Investigation (Level 5)
Supervises and co-ordinates the activities of other investigators providing advice and guidance on the whole range of investigation techniques, policies and procedures. Acts as a Case Review Officer. Pro-actively uses information gained form external agencies and the intelligence unit. Undertakes detailed and comprehensive case investigations.
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 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 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.
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.