Media & Comms Project Support & Co-Ordination Officer
Job title: Media & Comms Project Support & Co-Ordination Officer
Grade: PO 1
Role code: EU60532
Status: Police Staff
Main purpose of the role:
Provide a complete and comprehensive support and co-ordination to projects and daily business management service to the Head and Deputy Head of the Media & Communications Team and the senior management team as required, ensuring that the Head and Deputy Head of Department are as informed, briefed and prepared as necessary to discharge their duties effectively. This provision will include the management of their schedule, coordinating meetings, research, work progression, responding to correspondence and responding to telephone enquiries in order to assist with the effective management and operation of the department.
Main responsibilities:
- Support the daily business of the Head and Deputy Heads of Department, reading sensitive and/ or urgent correspondence from internal and external stakeholders and meeting invitations (including invitations to Gold Groups, boards, stakeholder meetings) in order to determine which relevant manager should be assigned relevant tasks. Manage and develop staff, monitoring performance, undertaking recruitment and selection, dealing appropriately with issues of conduct and capability and creating an environment that encourages personal development to ensure alignment with strategy at that an effective and efficient service is provided to manage media issues within Essex Police.
- Project manage and organise stand-alone content projects that span numerous disciplines within the department to ensure joined up delivery to deadline and to quality, developing Action Plans to drive objectives to completion, working with only limited direction, this will include but not limited to a list of tasks, deliverables and actions for major departmental projects with associated owners and delivery timelines and review checkpoints for the Head and Deputy Heads of Departments. Ensure leaders are in receipt of work from managers to quality and to deadline and ensure work coming in via the Head/Deputy Head of Department is tasked out accordingly. This will require careful liaison with all of the departments senior and junior management to ensure the Head and Deputy Head of Department are free to manage other large force- critical workstreams.
- Develop new Departmental Performance Dashboards and Project Roadmaps independent of regular oversight by senior team members to ensure appropriate oversight of urgent and important business. Schedule and arrange all meetings on behalf of the department, securing the attendance of relevant participants or their nominated deputies, preparing all paperwork and files beforehand, distributing papers and other communications as necessary, making participants aware of expectations in advance of the meeting, in order to enable the effective and efficient running of the meeting.
- Support Campaigns with logistics and co-ordination, project managing the logistics/organisation/co-ordination of the departments coverage of major events in the forces calendar, ensuring managers are briefing upwards as appropriate to HOCC and DHOCC.
- Support the Head and Deputy Heads of Department for meetings with senior partner stakeholders, ensuring external partnership requirements are identified, addressed and balanced against internal Gold Group, Board and COG agendas and that both are serviced by the appropriate Media & Communications resources.
- Establish, maintain and develop a range of administrative and office systems, in order to support the effective co-ordination and delivery of projects and initiatives across Essex Police.
September 2021.
Necessary experience:
The post holder will have a good standard of education to Certificate of Higher Education level (or equivalent Level 4 Qualification). The post holder will represent the Head and Deputy Head of Department as the first point of contact for all callers to both and will require strong influencing, negotiating and organisational skills combined with self- confidence, tact, discretion, initiative, judgement and diplomacy together with the ability to work independently and to pressurised deadlines to resolve issues as they arise without the need for close support or supervision.
This will be combined with at least five previous experience of working for a senior manager either in the public or private sector in either a relevant marketing and/or communications setting.
Knowledge of the police service, its governance structure and in particular the structure and make up of Essex Police is essential for the effective performance of this role. The postholder will have a strong sense of self-motivation and relish individual responsibility.
A high level of communication skills, particularly to support correspondence and report writing, is essential.
Accurate word processing skills are required, together with a good standard of grammar and spelling to be able to write and proof-read high-level documentation. As such the post holder will have good and up to date knowledge of the expanding suite of Office 365 Products, working knowledge of using design and presentation software and possess the ability to use content gathering equipment.
They must possess good organisational, prioritisation and project planning skills in order to proactively develop the delivery of the defined projects which will impact across Essex Police. It is essential that the post holder has a confident approach and possesses the ability to gain trust and credibility internally and with external partners. They will also have experience of events and project management and will ideally have an accredited Project Management qualification to support the department to deliver key projects and events.
They will have a methodical, organised approach to their work combined with an eye for detail and strongresearch skills that will allow them to gather, analyse and evaluate information from a variety of sources and compile concise and relevant reports to often tight deadlines. They will have the ability to present this information both in writing and verbally in a clear manner to audiences from a wide variety of backgrounds and so advisory and consultancy skills are required for working with senior managers across both forces.
The post holder will be flexible in respect of both the timing and the location of their duties, in order to ensure that the required level of support is in place at all times.
They will also have knowledge and understanding of each area of the departments disciplines and broad working knowledge of the media landscape as well as working knowledge of HR, procurement and finance systems.
Knowledge and understanding of the implications and requirements on the force of the Civil Contingencies Act 2004 and additional duties which fall to the Head of Department in respect of this (ERF SCG) are also required as is a knowledge and understanding of the partner/external stakeholder landscape and how this is aligned to the department.
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.
Technical skills:
Customer Services (Level 4)
Able to identify and interpret more complex problems affecting customers. Suggests improvements in customer services and generates solutions on behalf of customers, taking the necessary action to deliver these solutions. Regularly provides enhanced and high level customer service. Demonstrates the ability to select information for communication to customers and improve the flow of information between the organisation and customers. Actively seeks opportunities for improving working relationships.
Health and Safety (Level 4)
Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment/technology is introduced. Completes annual reviews of skills passports, training needs analysis.
Information Gathering and Analysis (Level 3)
Able to collect and store information relevant to own work and make sure that it is accurate, up-to-date and in line with the organisation's policies and procedures. Information gathered is sufficient for the purpose.
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.
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.
Journalism and Media (Level 3)
Able to write basic, professional press releases to provide accurate and timely information to local and national newspapers, radio and television stations. Understands that sensitive information may not be appropriate for release and responds with appropriate discretion to all enquiries.
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.
Marketing and Sponsorship (Level 4)
Analyses relevant information and produces a marketing plan which makes best use of available time and identifies resources necessary to ensure the effective implementation of the plan. And/or possesses a good working knowledge of Force policy in respect of gaining external funding and sponsorship and demonstrates the ability to maximise opportunities to acquire alternative sources of funding.
Management of Police Information (MOPI) (Level 5)
Has sufficient understanding of the NPCC records management policies be able to offer appropriate guidance and support to staff. Is able to identify the appropriate MOPI group for any record with a policing purpose and ensure that all policing records within the team are retained, reviewed or destroyed in line with the MOPI codes of practice. Quality assures staff to ensure a full understanding and compliance with the APP for Information Management (incorporating MOPI guidance), highlighting failings and taking appropriate action as required. Ensures training and / or refresher training is provided and completed. Ensures that systems are correctly linked together to ensure effective management and recording of information across systems. Appropriately reviews digital information held on system(s) and physical records in storage to ensure that they are retained only where there is a policing purpose. Complies with relevant policies and procedures in respect of prioritisation, sanitisation, dissemination, shari g, relevancy, accuracy, adequacy and timeliness.
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 5)
Able to initiate project plans and procure resources for projects which span Division or Departmental boundaries. Able to use estimating techniques and develop risk management approaches. Demonstrates an in depth and practical understanding of how to maximise the effectiveness of project teams. Able to prioritise activities within the project. Effectively controls costs and project budgets. Able to liaise with business sponsors and fully understands the business issues and impact on benefits management.
Research Techniques (Level 4)
Has a thorough understanding of research methods and is able to fully utilise these for a range of research projects. Able to analyse reports and data produced by other individuals/ organisations and extract relevant details to support the project in hand. Produces a range of options for consideration. Aware of the financial, organisational and service delivery implications of options.