MAPPA Support Officer

Job title: MAPPA Support Officer
Grade: SCALE 5
Role code: E90305
Status: Police Staff
Home Office code: Operational Support

Main purpose of the role:

Coordinate and support the MAPPA (Multi Agency Public Protection Arrangements) function in Essex to ensure there is a defensible multi- agency risk management plan in place around the highest risk sexual and violent offenders in Essex; this will include coordinating MAPPA meetings including partner attendance, taking and circulating actions and minutes from the meetings. Undertake a problem solving approach to case; making decisions about information received into the MAPPA team.

Main responsibilities:

• Act as a first point of contact for Essex Police and the National Prison and Probation Service with internal and external colleagues, in order to support the management of dangerous, violent and sexual offenders in Essex.
• Triage MAPPA team emails and phone calls. Utilise Police systems, ViSOR, PNC and Athena to research requests and decision make around response or next steps including urgent risk management and safeguarding issues.
• Quality assure MAPPA referrals, identifying gaps or quality issues and return them to the sender and their line manager for rectification. Maintain Key Performance Indicator data in relation to MAPPA referrals.
• Coordinate and administrate MAPPA meetings (including Strategic Management Board). Prepare and advise the MAPPA Managers regarding the format of meetings, agenda content, papers and minutes. Circulate meeting invitations and corresponding papers in good time. Monitor attendance and problem solve issues to ensure there is an appropriate venue and participation at meetings. Take minutes of multiple MAPPA meetings (including Strategic Management Board) and prepare them within tight timeframes. Maintain Key Performance Indicator data in relation to MAPPA meetings.
• Proactively engage and develop good working relationships with internal and external colleagues to ensure the participation of multiple agencies in MAPPA and to maximise opportunities to complete MAPPA actions in a timely manner. Collate and follow up responses to actions agreed at MAPPA related meetings to deliver the risk management plan to support the management of MAPPA offenders.
• Maintain offender files and dissemination of information in line with GDPR.
• Maintain a good working knowledge of relevant legislation guidance and policy including MAPPA Guidance. Attend training courses to maintain continuous professional development.
• Complete other MAPPA related office administration such as monitoring/ordering stationary and arranging and supporting events and conferences. Participate in team meetings, projects and feedback. Take responsibility for continuous improvement of MAPPA administration processes.

September 2014. Amended November 2019.

Vetting level:

Management Vetting required.

Necessary experience:

The MAPPA office is based in Chelmsford, however MAPPA meetings are mainly held in four areas across Essex (Laindon, Colchester, Chelmsford and Harlow). They must demonstrate that they have experience in minute taking and are competent in being able to understand the content and flow of information shared at MAPPA meetings, including action points, and precis this accurately in real time on a lap top during the meeting. Most meetings are recorded to assist them complete the full minutes in slow time.

The post holder must either have access to a vehicle and be able to drive to various locations across Essex, or be able to demonstrate they can get to these locations through independent means. MAPPA meetings are held approximately twice a week usually starting no earlier than 0900 hours and finishing no later than 1600 hours.

The post holder must be able to demonstrate that they are able to work under pressure and to tight deadlines, responding flexibly and taking a problem solving approach in time-pressured situations.

The post holder needs to demonstrate professionalism and emotional awareness, with a flexible interpersonal skillset.

The post holder must demonstrate excellent organisational skills applied in a professional environment.

The post holder must be able to use a range of Microsoft Office products including word, excel, outlook and One Note.

It is vital that the post holder can demonstrate that they have the ability to learn and competently use bespoke IT databases such as Police systems ViSOR, Athena and PNC.

The post holder must be able to demonstrate strong decision making skills, identifying omissions and urgent issues.

The post holder must demonstrate a working knowledge of GDPR and an understanding of MAPPA Guidance.

The post holder must be able to demonstrate that they have interacted well within a team environment and take a supportive and friendly approach to colleagues, and, when working alone, can self-motivate and focus on work.

Behaviours:

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.

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:

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 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 6)

Identifies the objectives of analysis and selects appropriate information needed to achieve these objectives. Uses effective methods, identifying any patterns or trends which emerge from the information and drawing conclusions which are supported by good evidence.

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.

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.

Knowledge of Legislation and Policy (Level 4)

Has a thorough understanding of all legislation, policy and procedure relevant to the current role. Able to apply this and offer advice to colleagues as necessary.

Management of Police Information (MOPI) (Level 3)

Has a basic understanding of the APP for Information Management (incorporating MOPI guidance) and its practical application. Recognises when there is a policing purpose to record information. Is familiar with the NPCC Retention Schedule. Takes personal responsibility to ensure information is recorded accurately and is retained for as long as it has a policing purpose and is stored in such way to allow it to be accessed by those with legitimate reason. Securely disposes of material which no longer has a policing purpose. 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.

Office Organisation (Level 4)

Fully conversant with organising an office and able to develop working practices which impact on productivity. Able to adapt and innovate so that the office environment contributes to increased efficiency and effectiveness. Can plan and control office activities to meet objectives. Able to prepare and present management information which facilitates action. Effectively evaluates information/products and makes recommendations on following a course of action.

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.