Planning & Business Continuity Manager

Job title: Planning & Business Continuity Manager
Grade: Grade G
Role code: STO003
Status: Police Staff
Home Office code: Operational Support

Main purpose of the role:

Manage & co-ordinate the diverse range of emergency planning activities for the Force, providing expert advice & guidance to the Force Command teams, and liaising at appropriate levels with Resilience Forum partners and other key stakeholders to ensure adherence to the Civil Contingencies Act 2004. Promote and participate in exercises that test Force emergency plans and support other organisations similarly involved. Establish a framework and increase knowledge within the Force of Business Continuity issues to ensure that critical activities can continue to be carried out during an emergency, creating BC plans for every police district, specialist & other departments in the Force, and organising exercises to ensure compliance.

Main responsibilities:

• provide direction, management and co-ordination for staff within the Emergency Planning team, allocating workloads, motivating staff, quality assuring products, undertaking coaching, addressing welfare issues, managing annual leave and sick leave and advising on personal development, in order to maximise performance from individuals and assist staff to fulfil their potential and effectively contribute to the team.
• assess and prioritise the external demands placed on the team managing the effective tasking and allocation of workloads, to ensure that an effective and efficient service is provided to the force and partner agencies, which meets stakeholder expectations.
• develop and maintain open, effective and productive communication with all stakeholders, partnershiporganisations, interested parties and internal operational personnel, providing information and advice on emergency planning issues, participating in meetings and working groups as necessary, in order to exploit any arising opportunities and ensure that the required consultation takes place both internally and externally.
• manage and lead on the research, development and implementation of a range of short, medium and longterm operational and emergency plans by developing and reviewing existing emergency plans as well as seeking opportunities for the instigation of new plans, to ensure that the force meets it commitments under the Civil Contingencies Act 2004 and other relevant legislation. During emergencies or Major Incidents provide advice and guidance to Chief Officers, Senior Managers, police officers and staff, in respect of business Continuity activities, in order to inform high-level decision making.
• represent the force on behalf of Chief Officers at specialist groups and subgroups of the Kent Resilienceforum, regional and national working parties and other forum as required, influencing emerging policy, working practices and procedures and ensuring the implementation of best practice within Kent, in order to ensure that strong partnerships are formed to support the force in effective emergency planning and its delivery.
• develop and retain umbrella responsibilities for the functions of emergency and civil contingency planning both internally and in liaison with other Forces, partner agencies and stakeholders, whilst maintaining the delivery of training on subjects owned by the department, in order to ensure that internal and external stakeholders remain well informed and prepared. This includes ensuring the effective exchange of information to ensure that multi-agency plans and arrangements are up to date and accurate.
• conduct business impact analysis of the whole organisation identifying mission critical activities and the required recovery time scales, in order to fully assess Force business, identify the consequences of any interruption to normal business patterns and evaluate the subsequent impact on service delivery for the Force.
• consult with key stakeholders to review and confirm existing contingency arrangements across the Force, analysing and assessing the controls associated with these arrangements, in order for them to continue to meet current force needs.
• develop a co-ordinated business Continuity plan, drawing on existing arrangements, and establish mechanisms to keep the plan and the information it contains accurate and updated, in order to create a comprehensive Continuity plan for the Force.

November 2009, Amended October 2016

Vetting level:

Security Check (SC)

Necessary experience:

Educated to Degree level the post holder will require a minimum of 2 years practical experience of Emergency planning / Business Continuity gained within the Police environment, other Emergency service or Local Authority.

As a minimum requirement the post holder will have undertaken the following training courses: Introduction to Civil Contingencies Act, Introduction to Emergency planning, and Introduction to Business Continuity.

Proven excellent communication skills both verbal and written are essential along with the ability to deliver expert advice and guidance to senior managers. Confidence and interpersonal skills are essential to manage the relationships between the Force, Partners and Stakeholders at local and national level.

Previous experience of Emergency Plan writing and organising and delivering exercises is essential. The post holder will be required to have the ability to represent the Force and to build and maintain effective working relationships with individuals from partner organisations at all levels and from diverse backgrounds. The post holder will be required to facilitate during major incident training sessions and exercises and to chair various work groups.

A qualification in Business Continuity through the Business Continuity Institute would be an advantage.

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 evel. 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.

Civil Contingencies (Level 5)

Has a sound understanding of Civil Contingencies legislation, building effective working relationships with Kent Resilience Forum partners, assessing hazards and threats of major emergencies to inform the Kent Community Risk Register. Able to make decisions to inform and progress multi-agency emergency preparedness planning.

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.

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 6)

Possesses a broad and wide ranging knowledge of the police service, legislation and policy which is consistent with the demand for strategic influence in respect of particular areas of activity. Will have formed a reliable network of contacts, nationally and locally, which can be used to support and enhance developmental initiatives.

Management of Police Information (MOPI) (Level 5)

Has sufficient understanding of the NPCC records management policies be able to offer appropriate guidance and support to staff. Is able to identify the appropriate MOPI group for any record with a policing purpose and ensure that all policing records within the team are retained, reviewed or destroyed in line with the MOPI codes of practice. Quality assures staff to ensure a full understanding and compliance with the APP for Information Management (incorporating MOPI guidance), highlighting failings and taking appropriate action as required. Ensures training and / or refresher training is provided and completed. Ensures that systems are correctly linked together to ensure effective management and recording of information across systems. Appropriately reviews digital information held on system(s) and physical records in storage to ensure that they are retained only where there is a policing purpose. Complies with relevant policies and procedures in respect of prioritisation, sanitisation, dissemination, sharing, relevancy, accuracy, adequacy and timeliness.

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.

Risk Management (Level 6)

Able to anticipate, accurately define and establish the relative level of risk arising from events likely to affect the Force and its relationship with local communities. Responsible for addressing or accepting tactical vulnerabilities in the context of achieving local Force objectives; balancing multiple, potentially competing risks; and implement changes to policies, working practices and standard operating procedures as required. Identifies and challenges risks arising from collaborative and partnership arrangements. Has an appreciation that seizing opportunities also generates risks.

National Occupational Standards:

AA1 (Level Accredited)

Promote equality and value diversity.