DBS / Disclosure Assistant Manager

Job title: DBS / Disclosure Assistant Manager 
Grade: Grade E
Role code: SCS095
Status: Police Staff

Main purpose of the role:

Lead the DBS/Disclosure team to ensure consistency in the application of legislation and guidance in relation to disclosure decisions and identify training needs by carrying out strategic reviews of working practises to ensure the ongoing safeguarding of vulnerable people.

Main responsibilities:

• provide first line supervision to the supervisors within the DBS Team, participate in the strategic management and development of the DBS/Disclosure Team, contributing to Force policy and business planning, ensuring that all Force objectives are met, and an efficient service is provided at all times.
• provide support and assistance to the DBS/Disclosure Manager and other Senior Leaders on matters concerning compliance with the DBS Quality Assurance Framework, Human Rights Act, Data Protection Act and the Police Act 1997, to ensure best practise is adopted across the force in relation to disclosure matters.
• deputise for the DBS/Disclosure Manager, as required to ensure that essential aspects of the role are covered in the post holders absence including making disclosure and DBS Barring decisions, attending meetings at both tactical level and strategic level, representing the force, identifying any risks to the performance of the force, and facilitating the immediate safeguarding of vulnerable members of the public.
• manage the staff within the Team including long term staffing issues, equitable working practices, taking responsibility for the resolution and investigation of complex and sensitive welfare, capability and disciplinary issues, medium to long term recruitment, health and safety and the various training strategies needed to ensure that all staff are able to deal with cases in accordance with the legislation and surrounding Force and national policies and guidance, in order to maximise performance from individuals, enable a consistent high quality performance and ensure that a professional and efficient service is provided at all times.
• monitor and implement changes in relevant law, Force policy and procedures and Home Office guidelines, ensuring that staff are informed of changes, and that their working practices are adjusted in light of such changes to ensure compliance with national legislation and guidance.
• analyse statistical data, monitoring demand and resourcing needs to drive departmental performance and enable forward planning of staffing requirements to ensure the department provides value for money and an efficient service.
• complete regular audits and quality assurance checks of disclosure decisions to ensure that decisions taken on behalf of Kent Police are proportionate, justified, auditable and consistent, in line with disclosure guidelines and support the management of risk of safeguarding children and vulnerable adults.

August 2022

Vetting level:

Management Vetting (MV)

Necessary experience:

The DBS/Disclosure Assistant Manager will be educated to A level standard with experience in DBS or a strong background of relevant experience built up over a minimum of two years within a similar environment.

The post holder will possess the ability to apply relevant legislation and guidance to the DBS process, particularly the Police Act 1997, Data Protection, Freedom of Information Act 2012 and Article 8, Human Rights Act 1998. The post holder should have knowledge of the DBS Quality Assurance Framework.

The post holder must be self-motivated with a high degree of initiative, and able to identify opportunities to improve DBS processes with the confidence to drive improvements. They must take personal responsibility in keeping abreast of National and Local priorities and workstreams in relation to safeguarding.

The post holder will possess excellent communication skills and be confident in negotiating with internal and external partners and stakeholders. The post holder must be able to demonstrate that they can make decisions within a fast paced, challenging and changeable environment whilst maintaining adherence to tight deadlines. This role will hold supervisory responsibility and so experience of managing the welfare and performance of a team is essential.

The post holder will be experienced in working with a variety of Microsoft Office products such as Outlook, Word, Excel as well as a competence in the use of policing systems such as Athena and PNC.

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.

Knowledge of Police Environment & Policy (Level 5)

Has a thorough understanding of the police service, nationally and locally, and is proactive in developing proposals which affect the way Kent Police and/or Essex Police operates. Possesses a detailed understanding of the inter-relationships between activities, roles, functions, and how organisation structures and police systems work. Understands and impacts on working procedures, practices and policies within areas of responsibility and ensures that these are followed at all times. Contributes to Force goals and is laccountable for delivering 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 Organisation (Level 4)

Fully conversant with organising an office and able to develop working practices which impact on productivity. Able to adapt and innovate so that the office environment contributes to increased efficiency and effectiveness. Can plan and control office activities to meet objectives. Able to prepare and present management information which facilitates action. Effectively evaluates information/products and makes recommendations on following a course of action.

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.

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 5)

Able to anticipate, accurately define and establish the relative level of risk likely to affect their specialist function, in terms of likelihood and impact, together with how the challenges facing the wider organisation might affect their role within the force. Assesses the risks of national initiatives providing feedback at the relevant level. Has an understanding of pathways to alert all appropriate senior managers to flawed or ineffective 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.