Job title: Roads Policing File Adjudicator Grade: SO 1 Role code: EK1456 Status: Police Staff Home Office code: Operational Support
Main purpose of the role:
Ensure the quality and timely submission of evidence files to the Crown Prosecution Service (CPS) through negotiation with CPS Prosecutors and defence solicitors over all issues relating to the provision of evidence files including disclosure issues, their quality and timeliness in order to enable high quality evidential files, compliant with current legislation and policy, being submitted to assist in achieving successful prosecutions.
Review evidence files at initial stage taking in to account the requirements of the latest National File Standards and file submission processes (e.g. 2015 Transforming Summary Justice) and upgrade stage, to identify tasks to be undertaken by Officers and Caseworkers to facilitate submission of proportionate files to Crown Prosecution Service in accordance with the Manual of Guidance and National File Standards (NFS). Negotiate adjournments where appropriate. Keep abreast of legislation and Force policy, seeking to influence development of internal processes to maximise efficiency and maintaining an up to date knowledge of Data Protection Legislation.
Ensure the timely production of disclosure packs to the Defendant and their representation, responding to Defence statements, managing Defence communication, and ensuring all Magistrates Court Orders are complied with. Provide the point of contact for Crown Court appeals, ensuring that the available evidence supports the prosecution, dealing with defence queries, disclosure and witness warnings.
Provide analytical reports to the OPC command and for use by Chief Officers regarding file quality, upgrade data and failed cases. Maintain statistics for the force on the evidential use of Body Worn Video and the compliance with ASU requests. Liaise with RPU, LPA and Specialist Command Teams, and reports to Prosecution Section Head in respect of local performance relating to evidence file quality in relation to both overall team performance and where necessary specific cases.
Provide representation on behalf of Roads Policing at Gatekeeper meetings, Courts meetings and CPS meetings and represent the force at regional and national minor traffic process and legislation meetings where required.
Deliver training to Officers and staff on file submission, including Garage workshops and input into Traffic Law course, including non- compliance with procedures and policies impacted on success of cases once submitted to CPS, in order to raise the quality of files being submitted, reduce the number of files being rejected and returned for additional information thereby increasing the timeliness of prosecutions and positive outcomes for Victims. Manage and oversee the recruitment and development of the upgrade file staff, undertaking training, completing appraisals, supporting and seeking resolutions to welfare / development issues as they occur, in order to deliver a quality service.
Cover abstractions of the Case Management Officers (CMO) preparing evidential bundles, dealing with pre-trial issues and enquiries and attending court as a prosecutor when required, to present cases and where appropriate provide police advice to Officers, HMCTS, Legal Advisor, Magistrates/District Judges and Defence representative at initial hearing to ensure the Prosecution case is appropriately presented. Where a Not Guilty pleas is entered provide proactive case management establishing the key points of the plea, identifying necessary witnesses and making applications for live link.
Provide the single point of contact for Roads Policing Prosecutions to CPS reviewing evidential trails for minor traffic offences, identifying defences and action plan solutions with officers, respond to defence statements and enquiries, deal with disclosure enquiries and review cases disseminating any learning to Roads Policing and the force as appropriate.
Provide the single point of contact for Roads Policing Prosecutions to the Athena development team, advising on relevant work flows processes and solutions working with the Athena team. Training and rolling out amendments to Athena processes to Roads Policing.
The postholder requires a good level of general education, to at least A level or equivalent, including English. To support the development of the team and processes knowledge of Road Traffic Act & Road Traffic Offenders Act together with the associated investigations of and previous experience of Court Processes would be an advantage.
Core skills will include a high degree of flexibility, self-motivation, initiative, organisation and decision- making skills, as are administrative and organisational skills, and the ability to interpret data and produce statistical management information.
The post holder will require confidence and specialist knowledge, together with excellent interpersonal, verbal and written communication skills are essential qualities, enabling the post holder to gain the co- operation of others via their interaction with the public and other agencies. Proven keyboard and IT skills are essential as is knowledge of Microsoft Office products in particular Word and Excel.
They must be able to work under guidance but must also be able to work on own. The post holder must be confident when their line management is absent to make necessary decisions and to know when to ask for advice in order to meet the departments objectives.
The post holder must have the ability to learn and understand the functionality of the wider Road Crime Unit to support development of process review.
Other important personal qualities required include good organisational skills, experience of reviewing administration processes, quality assurance and monitoring of performance. As the post holder will be point of contact for partner agencies they will need to possess exceptional influencing and partnering skills. The postholder will need to be confident in the delivery of presentations and training sessions.
Specialist Requirements: In order to maintain Professional Competency the Post Holder, once in the post, will need to obtain an ILEX qualification.
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.
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.
Casefile Preparation (Level 4)
Carry out quality control on all case papers to ensure compliance with CPS guidelines, legislation and policy. Example: Review contents of file. Specifically, examine the evidence, check categorisation, note plea and assess file notes to ensure completion and compliance with CPS guidelines. Identify any gaps or areas of non-compliance and raise these with the officer in the case and their supervisor as required. Complete a record of your gap analysis and request that the additional information be obtained within specified timescales. Liaise with the CPS regarding additional prosecution requirements. Initiate further actions as required. Respond to enquiries regarding case papers under review. Maintain and update case file database to record progress of case through the prosecution process.
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 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.
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 3)
Has a basic awareness of current policing issues, the environment in which Kent Police and / or Essex Police operate and developments in the way the County is policed. Possesses sufficient knowledge of the roles of the various Areas / Departments, organisation structures and police systems to operate effectively. Understands appreciates and adheres to working procedures, practices and policies relevant to the current role. Familiar with Force goals and 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 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 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.
Training (Level 4)
Understands the various principles and methods of training and utilises them effectively. Creates, structures and delivers training from a basic outline or a previously identified skills gap. Able to tailor the training to address the needs of the group to be trained. Able to deliver a range of training courses/ packages on related subjects. Identifies and utilises available internal/external trainers, training resources and packages, as appropriate.