It is proposed that the Kent Police site on Sutton Road, Maidstone will be sold and all staff currently working there will be redeployed to other workplaces and/or required to work in a more agile way. View further information.
Job title: Office Manager Grade: Grade F Role code: SSC005 Status: Police Staff Home Office code: Operational Support
Main purpose of the role:
Manage the efficient running of processes within a HOLMES major incident room, managing complex enquiries, using Holmes 2 or paper based processes, creating and distributing taskings for police officers and staff, reviewing and quality controlling the work of investigators undertaking the enquiries, providing advice and guidance, in order to meet the required standards as directed by the Murder Investigation manual, Major Incident Room Standardised Administrative Procedures (MIRSAP) and the Senior Investigating Officer (SIO).
Manage all aspects of the documents generated in an individual incident room in respect of a major or complex crime enquiry, ensuring that all HOLMES functions are fully and effectively dealt with, especially in performing the roles of Receiver, Reader and/or Action Allocator as required, to the ensure the smooth running of HOLMES in compliance with the Major Incident Standardised Administration Procedures.
Quality assure all aspects of the documents generated in an individual incident room, identifying procedural omissions or faults or missed opportunities / lines of enquiry, initiating remedial actions or allocating further actions, and quality assurance of interview processes, in order to ensure that all enquiries are made in accordance with legislation, force policy, procedures and best practice national guidelines.
Determine, in conjunction with the SIO and the Indexing Team Leader, all requirements for indexing, ensuring that an appropriate entry is made in the Incident Room Indexing Policy File, liaising with the Office Manager to continually monitor the quantity of documentation for processing at all stages, evaluating the documents and amending priorities as necessary, to ensure the effective and efficient progression of the enquiry.
Advise and update the SIO or Deputy Senior Investigating Officer (DSIO) as appropriate, giving briefings if required, ensuring that they are fully conversant with all necessary details regarding the investigation and its direction, in order to ensure relevant lines of enquiry are pursued to achieve a successful outcome.
Undertake final checking and assessment of all documentation before approving it for filing, ensuring that all actions are discharged and to ensure that no information is missed by introducing several tiers of checking and double-checking.
Maintain a complete knowledge of HOLMES to Document Receiver/ Reader standard, ensuring that the MIR is operated in accordance with the national standardised system, enabling the incident(s) to be linked with other police forces and facilitating the seamless transfer of an enquiry if required, in order to ensure that the investigation is carried out in accordance and full compliance with MIRSAP.
Maintain an up to date knowledge of manual indexing for those Major Incidents where HOLMES is not deployed, and ensure that these systems can be put to use as and when necessary, in order to maintain flexibility when the level of enquiry does not warrant the use of HOLMES, either because it is not a complex enquiry or that the SIO directs that HOLMES will not be used.
Attend all briefings held by the SIO, ensuring that other key staff also attend all main briefings, enabling a full appreciation of the current position in respect of the investigation and the SIOs focus for the enquiry, enabling the SIO to have full feedback from the enquiry team and evaluate whether the main lines of enquiry are adequate or should be enhanced.
September 2010, Amended February 2011
Management Vetting (MV)
The Office Manager must have proven skills and experience as a criminal investigator with Professionalising the Investigation Process accreditation at level II or equivalent acceptable standard. The post holder must possess either previous experience of a number of HOLMES based enquiries, or accredited HOLMES training to Document Receiver/Reader Level or above, or be bale to successfully complete the three week HOLMES Document Receiver course after appointment to the role. The proven investigative background will include a sound knowledge of serious crime investigation and in particular murder and manslaughter is essential.
The post holder will have previous managerial/ supervisory experience and skills, with the ability to direct and drive the performance of a diverse team. Excellent interpersonal, verbal and written communication skills are essential, as the post holder may be required to undertake briefings and provide updates, feedback or presentations to officers of all ranks.
Good problem solving, planning and organising skills are required, as is a high degree of self-motivation, flexibility, initiative and decision making ability. The ability to use a keyboard is essential, knowledge and experience of Athena, Storm and Microsoft Office Products, in particular Excel, is desirable.
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.
Crime Investigation (Level 5)
Supervises and co-ordinates the activities of other investigators providing advice and guidance on the whole range of investigation techniques, policies and procedures. Acts as a Case Review Officer. Pro-actively uses information gained form external agencies and the intelligence unit. Undertakes detailed and comprehensive case investigations.
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 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.
Intelligence Gathering & Analysis (Level 4)
Able to analyse basic intelligence submitted and/or make decisions about whether it should be followed up or not. If further research is necessary, be able to carry out that task or delegate to another officer. If required, be able to put together basic information packages for others based on the intelligence gained.
Knowlege 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.
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.
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.