Assistant Physical and Digital Records Manager

Job title: Assistant Physical and Digital Records Manager
Grade: Grade E
Role code: SPSD052
Status: Police Staff
Home Office code: Organisational Support

Main purpose of the role:

Manage the long-term staffing and resource implications for the Records Management Team, maintaining and developing effective working practices with relevant Information Asset Owners and external agencies to ensure the Forces obligations are discharged within current policy, working practices, procedures and legislation.

Main responsibilities:

• participate in the strategic management and development of the Physical and Digital Records Team, deputising for the Physical and Digital Records Manager during periods of absence, contributing to Force policy and business planning, ensuring that all statutory obligations and Force objectives are met and the delivery of a strict programme of control processes for records management risks.
• provide support and assistance to the Physical and Digital Records Manager and other Senior Leaders on matters concerning compliance with the Data Protection Act and MOPI guidance, assessing, reviewing and reporting on the effectiveness and appropriateness of records management processes, formulating solutions for remedial actions taken and developing strategic policies as required in order to meet strategic requirements.
• maintain, develop and enhance close working relations with other key stakeholders by cultivating the awareness of industry changes, initiatives and developments within the Records Management community, including undertaking activities in order to maintain an awareness of records management issues and promulgate best practice. Develop and refine relevant service level agreements and joint guidelines to ensure protocols for practices are agreed, current and workable.
• manage, coach and motivate the Records Management Team, monitoring individual performance, participating in recruitment and selection, undertaking staff appraisals, addressing welfare, health, capability and discipline issues, advising on personal development, including the quality assurance, dip testing, assessment, allocation and throughput of work to enhance individual and team competencies, in order to maximise performance from individuals, enable a consistent high quality performance and ensure that a professional and efficient service to the public is provided at all times.
• manage the Team through the long-term planning and development of service provision, including succession and resource planning and participation in corporate force wide reviews and projects, providing an efficient and cost-effective service to meet the needs of the organisation, ensuring that performance objectives are an integral part of the Teams operation. This may include representing the Force at local, regional and national meetings.
• analyse statistical information and reports, identifying good practice for dissemination and issues of concern,developing strategies to improve and enhance the quality and efficiency of the work undertaken within the Team.
• monitor and implement changes in relevant law, Force policy and procedures and Home Office guidelines, ensuring that staff are properly informed of changes, and that their working practices are adjusted in light of such changes or in the pursuit of improved efficiency to meet set targets and goals.

April 2017, Amended April 2020

Vetting level:

Management Vetting (MV)

Necessary experience:

The post holder will have a proven track record in programme delivery and project management within a large organisation. They should have a thorough understanding of casefile management and operational policing procedures, legislating and policy with previous records management experience and a comprehensive understanding of classification schemes/ thesaurus and risk management. This experience may have been gained in a public or private sector organisation; however, experience gained within the police service would be advantageous.

The Assistant Physical and Digital Records Manager must possess strong management and organisational skills, be able to provide direction for the Records Management team and triage incoming demand. The post holder must be able to build robust and collaborative relationships with a wide range of internal and external stakeholders. The post holder will be educated to an A Level standard or have a strong background of relevant experience.

Personal attributes for the post holder include high levels of personal responsibility, demonstrating a proactive and tenacious approach to solving problems. The Assistant Physical and Digital Records Manager must be self-motivated, flexible and a have a well-developed communication style in order to translate often complex technical issues into understandable concepts and be able to evidence an ability to engage across a diverse organisation at the appropriate level.

Excellent IT skills are required in order to understand and manage the variety of systems used within the Unit. These systems include Athena, PNC, Compact, Excel, Word and Email and their subsequent operational use.

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.

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:

Business Planning (Level 4)

Gathers relevant information and statistics to support the business planning process at Division / Department level. Identifies key objectives in order to improve local performance and ensures these are aligned with the Force Strategic Aims. Effectively communicates agreed objectives and targets to the local workforce. Plans for and ensures the best use of resources and value for money.

Health & 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 & 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.

Information Management & 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.

Inspection (Level 4)

Undertakes risk analysis to determine areas within the organisation that need to be reviewed. Is able to design specific tests that provide for findings that add value to the inspection process and the Force. Can translate findings into reports that are well presented and easily understood. Understands significance of findings and can interpret them to identify their impact upon the Force. Produces options for consideration. Continuously monitors internal, and Force systems under review, to ascertain best value.

Internal Consultancy (Level 5)

Provides expert consultancy support, advice and guidance to senior managers in Departments and Areas. Understands and agrees client requirements. Agrees the level of service required after exploring all relevant options and consequences to ensure best value. Utilises appropriate techniques to gather and analyse specific, high quality data. Possesses the ability to influence others and gain commitment to action. Able to provide a seamless consultancy service.

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

Knowledge of Police Environment & 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.

Managment of Police Information (MOPI) (Level 6)

Review, monitors and produces recommendations for revisions to policies and operating procedures for specialist area/ systems. Following agreement implements changes and disseminates changes to all relevant personnel, updating all associated processes and procedures whilst ensuring compliance with force policies, procedures and any relevant legislation. Provides advice and guidance to system users from outside of own section or directorate. Directs quality assurance processes in respect of prioritisation, sanitisation, dissemination, sharing, relevancy, accuracy, adequacy and timeliness.

Office Organisation (Level 5)

Able to take full responsibility for complex administrative activities, including contingency planning in case of staff sickness, equipment failure etc. Able to devise local policies for file storage, archiving, security arrangements etc. in compliance with Force procedures. Competent to review and adopt new working practices for improving office organisation and contribute to policy decisions affecting service delivery. Confident with planning office reorganisation and moves of a substantial nature whilst continuing to deliver an effective service.

Office Technology (Level 5)

Expert in the use of one or more office software products. Is proficient in the use of these packages to significantly enhance the quality and/or presentation of work required within the role. This is likely to relate to the use of spreadsheet, database or desktop publishing packages and may include the manipulation of reports, moving data between applications, using scanning or optical storage peripherals, etc. to make the best use of information Recognises and makes the best possible use of office systems and/or understands how office systems can be used to improve the way work is undertaken.

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.

Risk Management (Level 4)

Able to anticipate risks likely to affect the team's ability to execute their function, in terms of likelihood and impact, and assesses how the challenges facing the wider organisation might affect their team and their objectives. Has an understanding of pathways to alert local managers to flawed or ineffective operational control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.

National Occupational Standards:

AA1 (Level Accredited)

Promote equality and value diversity.