Job title: Scrutiny Officer Grade: SO 1 Role code: EOPCC0163 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Contribute to the continuous improvement of policing and fire and rescue services in Essex through the provision of effective scrutiny support to the Police, Fire and Crime Commissioner (PFCC). \n Work with colleagues across the organisation to ensure that the PFCCs decision-making is transparent and understandable to the public. \n Co-ordinate either the Independent Custody Visiting (ICV) and police dog welfare visiting schemes, or the PFCCs complaints function.
Ensure the efficient and effective conduct of a range of governance boards and meetings through the provision of high quality, proactive support and administration. This will include sourcing and booking venues and refreshments and producing and distributing agendas, reports and minutes. Maintain action logs arising from boards and meetings and ensure that actions are completed and relevant papers are published within advertised timescales and in line with the PFCCs Publication Scheme and Publication Protocol.
Ensure that decisions made and actions allocated at meetings are communicated as appropriate to any relevant personnel not in attendance at the meeting.
Maintain distribution lists, attendance records and declarations of interest on behalf of the relevant lead officer.
Support the development and delivery of the PFCCs performance and resources work plan, paying regard to the PFCCs priorities as set out in the Police and Crime Plan and Fire and Rescue Plan, as well as any concerns expressed by partners and the community.
Project manage any scrutiny reviews commissioned by the boards supported, ensuring that outputs produced are well-evidenced, objective and impartial.
Ensure that the management of all board and meetings supported complies with all constitutional and other relevant requirements, providing procedural advice to the PFCC, Deputy PFCC and other staff as required. Ensure that the correct decision-making processes are followed and that the Code of Conduct and rules regarding the declaration of interests are adhered to during the conduct of any meetings supported.
Maintain an awareness of any relevant changes in legislation, statutory guidance or best practice in respect of the scrutiny function, and bring these to the attention of senior officers if required.
Liaise with appropriate officers within the PFCCs office, Essex Police and the Essex County Fire and Rescue Service to ensure the provision of relevant information to the boards and meetings supported. Develop and maintain positive working relationships with colleagues across the PFCCs office, Essex Police, the Essex County Fire and Rescue Service, elected Members and representatives of outside bodies in order to facilitate the above functions and leave partners with a positive impression of the PFCC and their staff.
View prospective meeting venues in order to assess suitability.
As co-ordinator of the PFCCs complaints function:
Support delivery of the PFCCs complaints programme and co-ordinate the public complaints process, including understanding complaints procedures; interpreting, advising on and responding appropriately to complaints, and analysing and reviewing complaints.
Be responsible for the accurate and detailed logging of complaints received and timely updating of records on the PFCCs complaints management system.
Undertake quarterly dip sampling exercises of complaints and make recommendations for improvement.
Support the development of complaints policy and strategy papers for the PFCC.
Support the conduct of Police Appeal Tribunals and Misconduct Hearings as required, ensuring fair and timely allocation of Legally Qualified Chairs (LQCs) and Independent Panel Members (IPMs); coordinating the timely collation and distribution of relevant information, and processing IPMs expenses in liaison with Essex Polices professional Standards Department (PSD).
Support the recruitment of LQCs across the Eastern region as required.
Prepare for and support the PFCC / Deputy PFCC in quarterly review meetings with the Essex Police Professional Standards Department.
Attend other meetings in relation to complaints policy and procedures and represent the PFCC at external conferences and meetings with key stakeholders as required.
Support the PFCC to consider and provide responses to complaints against the Chief Constable and Chief Fire Officer of Essex, and liaise with outside forces and / or the Independent Office of Police Conduct (IOPC) as appropriate.
Log all IOPC referrals sent from Essex Police to the IOPC, and to liaise with, and provide information to, the IOPC in respect of appeals against decisions made by the PFCC.
Support the Chief Executive in providing information to the Police, Fire and Crime Panel in respect of complaints against the PFCC and Deputy PFCC.
As manager of the Independent Custody Visiting and Police Dog Welfare Visiting Schemes:
Promote the schemes, plan and run effective volunteer recruitment campaigns and interview prospective volunteers.
Arrange vetting of new volunteers and ensure that existing volunteers are re-vetted as required.
Ensure that visits take place at the required frequency and are completed to the required standard.
Provide day to day support and guidance to volunteers and carry out an annual appraisal with them. Meet / correspond regularly with volunteers and act as a first point of contact for them in respect of any issues that arise.
Organise and host training and networking events.
Participate in training, networking events and conferences as required.
Compile reports of findings each month, identifying any issues to be referred to Essex Police for resolution and following up / escalating as appropriate to ensure that these are resolved.
Compile an annual report.
Liaise with Essex Police to ensure that any urgent issues identified by volunteers are swiftly remedied.
Produce and keep under continual review relevant policies and procedures to support the schemes.
Ensure continued compliance with the national Quality Assurance Framework (QAF) for ICV schemes.
Keep relevant content on the PFCCs website continually up to date.
Ensure that the Data Protection Act 2018, the General Data Protection Regulation (GDPR), Government Security Classifications and any other statutory requirements relating to information management and security are complied with whilst carrying out these functions.
Provide absence cover for the other Scrutiny Officer as required.
Undertake any other such duties as may be allocated from time to time, consistent with the overall purpose and grade of the post.
Travel countywide will be required on occasions.
Jan 2020, amended April 2020.
Recruitment Vetting (RV)
Good basic standard of education, at A level or equivalent vocational qualification or above, including in Maths and English.
A solid and proven understanding of complaints handling processes and principles.
Considerable experience of providing an administrative support function, preferably within local government or a similar public sector environment.
High level of accuracy and attention to detail in written work, with excellent minute taking skills.
Competent in the use of a range of IT packages in order to establish effective administration systems and to create reports, presentations and other documents.
Highly competent at planning, organising and communicating.
Adept at managing a wide and varied workload; prioritising and managing competing demands appropriately whilst still maintaining high standards.
Project management skills.
Strong interpersonal skills, with the ability to build and maintain positive working relationships with both internal and external stakeholders.
Effective communication skills both written and oral. Able to present information clearly and concisely, both in writing and verbally.
Able to carry out research and present findings in a clear and well- structured way.
Sound working knowledge of the political oversight arrangements for policing and fire and rescue services in Essex and of the associated Constitutions. Able to understand and work within the rules and procedures they contain.
Sound understanding of current legislation and regulations that impact upon the PFCC in relation to the delivery of appropriate governance functions and the associated support requirements.
Able to work competently and confidently both as part of a team and under own initiative. Able to deal appropriately with confidential and sensitive material.
Politically sensitive, diplomatic and astute, coupled with an ability to be assertive where required.
Experience of using video conferencing equipment would be beneficial.
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.
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 5)
Information gathered is sufficient, valid and reliable and is consistent with the organisation's values, policies, guidelines and procedures. Able to deal with situations when information is insufficient, contradictory or ambiguous. Able to organise and interpret information so that conclusions can be drawn.
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.
Office Organisation (Level 3)
Has a good understanding of office routines and procedures, and possesses skills in planning, organising and monitoring work. Understands record keeping, filing and data storage systems, and can ensure that information is stored accurately / logically, within Force guidelines. Able to organise the provision and storage of office supplies, stationery and consumable items etc. to ensure that appropriate stock levels are maintained. Able to undertake basic research and supply information in a well presented manner. Can draft and prepare routine documents.
Office Technology (Level 3)
Able to utilise relevant Force standard office software products such as word- processing, spreadsheet, database, presentation and desktop publishing packages to a standard that matches the requirements of the current role in terms of quality and speed. Can operate other items of essential office technology such as photocopiers, facsimile machines, answerphones, shredders, in order to effectively undertake the requirements of the current role. Aware of the implications of Data Protection and acts appropriately in this respect.
Project Management (Level 3)
Demonstrates an understanding of the key principles of project management. Able to assist in the management of projects within a Department or Division where the objectives, milestones and timescales have already been defined and manpower resources are limited. Will need project management support.
Research Techniques (Level 3)
Conducts basic research work, usually with a relatively narrow focus and is able to find out all the required relevant information or data for the task set. Can present findings in a logical and easily understood manner.
Statistical Analysis (Level 3)
Familiar with use of basic statistics, charts and tables and is able to draw reasonable conclusions from available data. Able to identify degrees of reliability in raw data and published statistics, and advise colleagues accordingly. Demonstrates ability to convert figures into tables, charts or graphs using appropriate style and balance to convey meaning to other users.