Job title: Information Officer Grade: SCALE 5 Role code: EUX1038 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Administer and process all information requests received by Essex Police, ensuring compliance with the relevant Data Protection and Freedom of Information Acts and General Data Protection Regulations (GDPR) and Court Orders, ensuring responses are appropriate and considered, in order that Essex Police meets its legal obligation.
Maintain accurate database records and case files when receiving information requests by logging and tracking, requests which may be received from members of the public, partners, government & internal sources; accurate records are required in order to maintain appropriate audit trails and evidence of requests and associated timescales.
Research information requests, interrogate systems, make internal enquiries and liaise with other departments, officers, policy owners, in order to ensure that appropriate information is collected for consideration of disclosure.
Compile, assess and disclosure where appropriate information in line with statutory requirements; maintaining logs to ensure evidential audit trial of the decision making process is recorded.
Assess requests and where appropriate to do so escalate, those requests which require SIO review and response to ensure that requests for information are responded to by the date dictated either by a Court, legislation or other policy or guidance.
Provide advice and guidance to applicants, colleagues within Essex Police, external agencies including the Information Commissioners Office, on matters arising from applications and information request, enquiries or publications, in order to improve the Forces adherence to Data & Information Acts, turnaround and timescales, and to ensure that those drafting responses remain within the law and do not inadvertently harm the reputation of Essex police.
Proactively provide statistical data or reports for senior management when required to do so for the purposes of publication and internal management, compile regular updates on FOI returns for senior officers, PCC, and internal media, updates on progress, highlighting any contentious requests, in order to ensure the force is aware and prepare or react to any issues that could impact on force reputation.
Essential - relevant work experience within a customer services environment.
Essential - Evidence of at least 1 years experience of using a wide variety of IT systems and databases; demonstrating an ability to learn to operate new systems quickly.
Essential - Demonstrate resilience, good time management skills, work load scheduling, good interpersonal skills, the ability to work independently and as part of a team.
Desirable - Knowledge of Data Protection and Freedom of Information legislation.
Desirable - Good standard of education; with 5 GCSE passes or equivalent, including English and Mathematics.
The role holder will be working in an area of considerable demand and limited resource, which is subject to a number of complaints about disclosure requests. The role holder will need to demonstrate their ability to deal with angry or frustrated individuals
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.