Job title: Resource Planning Assistant Grade: SCALE 4 Role code: EBC0427 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Provide administrative support to the Resource Planning function, updating planning documents and HR workforce data to ensure that officer and staff transfer and posting processes are appropriately completed and that planning records are maintained to support effective resourcing activities across both forces.
Maintain the SAP HR database in relation to postings, transfers, acting and temporary arrangements, assisting with the planning, arranging and co-ordination of those postings, transfers, acting and temporary arrangements, updating of relevant systems as required, throughout both Kent and Essex Police, in order to maintain a high standard of force data quality and accuracy and assist with the work of the Resource Planning team.
Undertake a basic quality assurance role, as directed, in respect of the organisational structure held on the SAP HR system for the Force, auditing changes made by the Business Centre in respect of position movements and re- configurations, highlighting any discrepancies and issues with the Resource Planning Officer, in order to maintain the accuracy and integrity of the system.
Assist with the updating of the police establishment documents as directed, updating and revising information as appropriate, and ensuring that all information held correlates with the SAP establishment tabl , audit document and police establishment versus strength document, in order to maintain an accurate record of the current police establishment and to support effective resourcing activities across both forces.
Collate, input and transfer data onto relevant computerised databases, including the collation and analysis of any relevant statistical returns, performance indicators, funding spend, updating computerised records as appropriate, in order to provide accurate information in support of the work undertaken by the Resource Planning team.
Respond to general telephone enquiries, e mails and cover telephone calls for the Resource Planning team, using discretion to provide appropriate assistance to callers, and take messages for other staff, in order to support the smooth running of the section, ensuring the provision of a high quality service to Essex and Kent Police at all times. This will include providing cover for the non-home force as and when required.
Maintain an up to date knowledge of activity / developments across the force, in order to ensure the appropriate analysis and presentation of workforce data.
The Resource Planning Assistant will ideally be educated to `A' level standard or equivalent and must have a minimum of two years office administration experience. They must have a comprehensive working knowledge of Excel and be fully familiar with other Microsoft products such as Word and PowerPoint. Ideally they will have previous experience of working with SAP databases (or similar systems).
Good numerical, organisational and interpersonal skills are essential in identifying customer requirements. They must be able to work as part of a team, using their initiative to assist with the development of the range and formats of information produced by Resource Planning.
The post holder must have the ability to manage and prioritise their own workload whilst dealing with interruptions and requests. The post holder may work in the office alone and must have the ability to deal with enquiries confidently, professionally and confidentially, referring calls to other sections / Departments as appropriate.
The post holder may be required to travel to locations within both Essex and Kent.
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.