Head of Information Management

Job title: Head of Information Management
Grade: PO 6
Role code: EUX1036
Status: Police Staff
Home Office code: Organisational Support

Main purpose of the role:

Responsible for taking the strategic lead in ensuring the Forces management of information is in compliance with all relevant legislation and nationally agreed police standards. Ensuring the Chief Constable fulfils their legal bligations under relevant Data Protection and Freedom of Information Acts and UK General Data Protection Regulation (GDPR), and those arising from Civil Court Orders.

Main responsibilities:

• Serves as the Force expert on Data Protection, Freedom of Information, Information Assurance, Records Management, Information Sharing and related matters. Reports and makes recommendations to Chief Officers as appropriate.

• Takes a strategic lead in ensuring the Forces management of information complies with all relevant legislation and nationally agreed police standards; identifying how legitimate operational needs can be met within the legislative framework.

• Ensures that information compliance is used as a driver for enhanced Force performance, and is in accord with the Forces Information Management Strategy.

• Provides direction and leadership to the Information Management department, including performance appraisals for direct reports, target setting, personal development, promotes effective communication and ensures that the development, health, welfare and performance issues for all staff are effectively addressed, thereby maximising the contribution of individuals and the team to enable the aims of the Force to be met.

• Promotes adherence to information management-related legal obligations by all officers and staff via e-learning products, Policy and Procedure, and guidance documents available through the Information Management website for which the post holder is the owner.

• Responsible for the strategic development of Information Sharing Agreements with partner agencies.

• Drives the strategic development of Information Asset Ownership across the force.

• Responsible on behalf of the DCC for the administration of the Information Management Board and the production of strategic papers for Chief Officers as required.

• Identifies, manages and mitigates risks relating to thematic functionality which he or she will oversee on behalf of the Force Senior Information Risk Owner.

• Assists Professional Standards Department with criminal/internal investigations relating to the misuse of police information. Supplies statements where appropriate and gives evidence in Court or at Disciplinary Hearings when necessary.

• Attends Regional and National Data Protection, Freedom of Information, and Information Security/Assurance meetings and maintains a close working relationship with colleagues in other Forces performing similar roles. Sits on national working groups as required.

September 2014, updated June 2021.

Vetting level:

Management Vetting required.

Necessary experience:

The post of Head of Information Management will require degree-level intellect and the ability to provide effective direction, co-ordination and consultancy support. The post holder will need to have an extensive understanding of the operational Policing environment.

A good knowledge of the following disciplines is essential; Data Protection Act 2018, UK General Data Protection Regulation, Freedom of Information Act 2000, Information Assurance & Security, Records Management, Data Quality, and information Sharing.

Knowledge of the NPCC Data Protection Manual of Guidance and College of Policing Information Management Authorised Professional Practice and NPCC Community Security Policy is desirable.

The post holder will require strong managerial skills, with the ability to provide direction and co-ordination to their team engaged on a wide range of activities. Very strong communication, presentational and interpersonal skills are essential for the post holder to be effective.

Substantial experience is essential in respect of planning and managing several disparate work streams. The post holder will need to have credibility and the confidence of Chief Officers and other internal/external contacts and stakeholders to influence developments within the Information Management arena.

Essential attributes include enthusiasm, self-motivation, pro-activity, creativity, resilience and being skilled in the co-ordination and prioritisation of numerous disparate work streams.

The post holder will possess robust inspiring skills to be able to influence and negotiate at a senior level.

The post holder will be required to regularly travel to other locations within Essex and out of Force.

This post is deemed to be a designated post and the post holder will be subject to Management Vetting as per the NPCC National Vetting Policy for the Police Community.

Vetting clearance is a pre-requisite of employment in designated posts and the post holder will be subject to a vetting assessment every 12 months. National Security vetting clearances are reviewed every 5 years.

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:

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 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.

Inspection (Level 5)

Provides quality assurance for inspection process and reports produced. Is able to win commitment from managers to accept the findings and recommendations made within the reports and advise on the formulation and revision of policy. aintains links with HMIC, the Audit Commission and KCC auditors to ensure a holistic inspection of the Force is conducted. Plans inspection cycle taking consideration of other reviews, demands and resources. Matches skills of inspection team to work being undertaken so as to obtain the best result possible. IIA qualification desirable.

Internal Consultancy (Level 5)

Provides expert consultancy support, advice and guidance to senior managers in Departments and Areas. Understands and agrees client requirements. Agrees the level of service required after exploring all relevant options and consequences to ensure best value. Utilises appropriate techniques to gather and analyse specific, high quality data. Possesses the ability to influence others and gain commitment to action. Able to provide a seamless consultancy service.

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

Knowledge of Police Environment and Policy (Level 6)

Possesses a broad and wide ranging knowledge of the police service, legislation and policy which is consistent with the demand for strategic influence in respect of particular areas of activity. Will have formed a reliable network of contacts, nationally and locally, which can be used to support and enhance developmental initiatives.

Management 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 6)

Demonstrates comprehensive understanding of how to organise an office, is able to establish new procedures and methods, and assist with planning reorganisations to ensure operational effectiveness of newly established offices. Able to propose policy changes, forecast trends and options for reviewing office organisational procedures on a large scale. Effectively monitors and controls the use of resources and plans, allocates and evaluates work carried out by others.

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.

Project Management (Level 4)

Capable of demonstrating a practical knowledge of project management principles and techniques. Able to define, plan and manage projects within a Department or Division. Recommends and agrees project objectives, timescales and budget with the appropriate senior officer. Leads a small team from within the Department or Division. Able to identify resources required and their appropriate role and skills. Monitors costs and milestones and proactively reports exceptions to next tier management. Has some knowledge of risk management Able to deliver small projects on time and within budget. Understands the principles of benefits management.

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 4)

Understands the various principles and methods of training and utilises them effectively. Creates, structures and delivers training from a basic outline or a previously identified skills gap. Able to tailor the training to address the needs of the group to be trained. Able to deliver a range of training courses/ packages on related subjects. Identifies and utilises available internal/external trainers, training resources and packages, as appropriate.