Analyse, maintain, update and quality assure a range of HR planning data including SAP Organisational Management (OM) and Establishment data. Design and develop standard management information packages using analytical products, producing ad-hoc reports and completing necessary returns as required. Control and maintain the force establishment to ensure that establishment and strength data held on SAP are consistent and accurate against the force structure. Provide information and advice to line managers, audit data quality and manage the organisational structure held on the SAP HR system.
Control and maintain the establishment for both Kent and Essex Police, applying robust auditing processes in order to ensure the data held and produced are accurate and transparent, in order to allow informed decision making at a strategic level.
Provide standard and bespoke information packages including the prediction of workforce trends, absence figures, turnover/wastage rates, recruitment and promotion requirements, including the provision of regular updates for line managers, Chief Officers, HMIC and the Home Office, to enable the organisation to predict and plan for medium and longer term workforce requirements.
Provide advice and interpretation of statistical data to managers throughout the Force, using computer software at an advanced level, in order to provide accurate, detailed analysed statistical management information, presented in the most appropriate format.
Provide advice and guidance to staff and managers on the HR system's capabilities, maintaining information flow with divisions and directorates, advising line managers of the occurrence of any new developments or changes to workforce trends, regularly reviewing processes and formats for the exchange of information, in order to ensure the continuous developments of HR workforce data and analysis.
Undertake a quality assurance role, auditing the general use of the SAP HR system throughout the county, working with the Business Centres and other departments, quality assuring data entered and providing feedback to relevant departmental managers responsible for all such data input, in order to ensure the accuracy and relevance of all HR data held by the Force. This will include the provision of basic data input coaching, provision of advice on data quality and resolving user enquiries to improve data quality.
Undertake a quality assurance update role in respect of the organisational structure held on the SAP HR system for the Force, auditing changes made by Business Centres in respect of position movements and re-configurations, in order to maintain the accuracy and integrity of the system.
Project manage and proactively identify areas for statistical analysis, maintaining a thorough and comprehensive understanding and awareness of the force, its structure, jobs, skill levels and personnel policies, enabling the accurate interpretation of human resource data and work with other force members to identify good and bad practice, in order to ensure the accurate mapping of workforce data across the organisation.
Develop and manage a range of automated BOb reports to interrogate the force HR system to ensure that resources are used effectively at all times.
Updated November 2013
The HR Organisational Management Officer will be educated to `A' level standard or equivalent and will be an innovative and imaginative individual with a sharp analytical mind and an eye for detail, ideally this will be combined with around two to three years previous analytical experience. They will be numerate, literate, possess a flexible approach to work and be able to work both as part of a small team and alone under minimal supervision.
Excellent general communication skills, both written and verbal are essential, as the post holder must be able to analyse and interpret a wide range of data provided in various forms and be capable of presenting it in the most useful and appropriate format.
The post holder will be computer literate to an advanced level and be experienced in the use of Microsoft packages e.g. Excel, Word, PowerPoint and e- mail. A confident approach, combined with a pleasant telephone manner and good interpersonal skills are essential as there will be a need to communicate with a range of internal and external personnel. A high degree of discretion is also required, as the work will frequently relate to data of a personal nature.
Previous experience of the police service and a good general awareness of current policing issues would be a distinct advantage.
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.
HR - Org Development (Level 3)
Possesses a sound knowledge of local organisational structure and the interaction of roles. Has a basic knowledge of local roles.Provides basic information in respect of local establishment data. Makes accurate local changes to the HR database in accordance with established policy and working practices and procedures. Views and runs reports on the computerised HR information system in order to inform management decisions in respect of local establishment issues.
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.
Internal Consultancy (Level 3)
Demonstrates an understanding of Force business / internal client needs and expectations in relation to the consultancy specialism offered by the Department or Unit. Clarifies client requirements in response to requests for help and support. Collects and analyses relevant data, using appropriate methodologies and offers practical solutions which meet client requirements. Builds and develops effective working relationships with clients.
Interviewing - General (Level 3)
Demonstrates the ability to conduct effective routine interviews for a variety of purposes. Prepares and plans carefully and is clear about the purpose of the interview. Asks relevant questions and is able to obtain the required information. Regularly reviews personal interview performance. Adapts style to suit the needs of the interview.
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 5)
Expert in the use of one or more office software products. Is proficient in the use of these packages to significantly enhance the quality and/or presentation of work required within the role. This is likely to relate to the use of spreadsheet, database or desktop publishing packages and may include the manipulation of reports, moving data between applications, using scanning or optical storage peripherals, etc. to make the best use of information Recognises and makes the best possible use of office systems and/or understands how office systems can be used to improve the way work is undertaken.
Project Management (Level 3)
Demonstrates an understanding of the key principles of project management. Able to assist in the management of projects within a Department or Division where the objectives, milestones and timescales have already been defined and manpower resources are limited. Will need project management support.
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.
Statistical Analysis (Level 4)
Fully conversant with the mathematical bases for many types of statistical calculation and analysis. Able to identify trends from available data and the requirements for further data gathering to improve the evidence base. Likely to possess abilities in mathematics and statistics equivalent to A-Level standard and/ or have equivalent experience. Familiar with common use of complex spreadsheets and analysis tools.