Job title: Media Storage Assistant
Grade: Grade A
Role code: SFA097
Status: Police Staff
Home Office code: Organisational Support
 

Main purpose of the role:


Maintain tape, CD and other relevant media libraries, both video and audio, updating records,  copying and preparing media for police officers, in order to provide an efficient and effective tape/ CD/ DVD library service for the Division.
 

Main responsibilities:


• Arrange for officers to review tapes/ discs/ other media as required, to enable the determination of whether or not there is evidence, intelligence or other information which may be of relevance to a police investigation and retaining possession of media which potentially contain relevant material, ensuring that the continuity and integrity of evidence is preserved and that all such reviews are carried out in accordance with Force policy, procedure and legal requirements.
• Co-ordinate divisional activity in relation to the handling and storage of media, effectively liaising with police officers, property assistants, and relevant staff at FHQ, maintaining the library of media recordings of interviews with defendants, completing accurate records, including indexing and logging the location, return, archiving and disposal of media and compiling and regularly presenting statistics, in order to ensure the secure and appropriate storage of media and the continuity of evidence.
• Prepare and issue copies of media to police officers and defence representatives as requested, maintaining an accurate record of all such copying, in order to ensure that the Force complies with the legislation in relation to recorded interviews. This will include the editing of media as required.
• Produce media for police officers making court appearances, ensuring the timely production of all such evidential media, in order to ensure that the officer is in possession of all appropriate evidence when attending court.
• Arrange for invoices to be issued to defence representatives, as appropriate, and issue receipts for
• payments, when providing additional copies of media, as specified in Force policy.
• Undertake any other administrative or related duties as required, in order to support local Divisional activities.
• March 2013
• Vetting level: Recruitment Vetting (RV)
 

Necessary experience:

 
The Media Storage Assistant will possess a good general level of education, with English to GCSE standard or equivalent, combined with at least two / three years previous administrative experience and the ability to work under minimal supervision.
The post holder will ideally have previous experience of or be able to rapidly familiarise themselves with the use of computer applications supporting editing and copying of a range of media, together with the ability to maintain an up to date knowledge of the operation of all force systems and computerised databases relevant to the accurate and efficient completion of assigned duties.
The post holder will be mature, with a confident approach to work, possess good organisational,  prioritisation and communication skills. Accuracy, attention to detail, together with a methodical approach is vital. A basic standard of I.T. literacy and competent keyboard skills is essential, including familiarity with Microsoft Office products such as Word and Excel.
Previous knowledge of law enforcement would be advantageous, but is not essential.
 

Behaviours:

 

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.
 

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:

 

Health & 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 Management & Technology (Level 3)


Knows the range of police information systems available locally to support daily activities, and understands their uses. Can use police information systems to perform routine tasks. May be able to create simple records, and amends data to add information, within requirements of role. Understands data quality issues.
 

Know. of Police Environment & 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.
 

Mgmt of Police Information (MOPI) (Level 3)


Has a basic understanding of the APP for Information Management (incorporating MOPI guidance) and its practical application. Recognises when there is a policing purpose to record information. Is familiar with the NPCC Retention Schedule. Takes personal responsibility to ensure information is recorded accurately and is retained for as long as it has a policing purpose and is stored in such way to allow it to be accessed by those with legitimate reason. Securely disposes of material which no longer has a policing purpose. 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.
 

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 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.
 

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.
 

National Occupational Standards:

 
AA1 (Level Accredited)
Promote equality and value diversity.