Traffic Summons Supervisor

Job title: Traffic Summons Supervisor
Grade: Grade C
Role code: SCI024
Status: Police Staff
Home Office code: Organisational Support

Main purpose of the role:

Supervise the effective management of accident, minor traffic process cases and allegations of bad driving through appropriate processes by allocation and equitable distribution of work within the relevant teams, supervising all stages of case building and file preparation, ensuring that directions from case review officers are expedited, victims and witnesses are appraised and warned for court as required and that contact is maintained with partners and other departments to ensure any fixed penalty or diversionary course is arranged as directed, local targets and performance indicators are achieved including the clearing of case files both for quality and accuracy and dealing with daily problems in terms of interagency requirements, staffing, health and safety, ensuring targets for timeliness are met as required by the Manual of Guidance, statute limitations and relevant service level agreements.

Main responsibilities:

• Supervise the allocation and preparation of files for traffic and other minor process matters, including summary trials, crown court appeals, diversionary measures such as fixed penalty or driver re-training schemes, ensuring that accuracy and efficiency is maintained and performance targets achieved and provided to the Team Manager for dissemination as appropriate.
• Manage and motivate team and individual performance, providing direction and leadership, participating in recruitment and selection, undertaking staff appraisals, addressing welfare, capability and discipline issues, advising on personal development, training and coaching, 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 is provided at all times.
• Provide identified training for both new and existing staff, advising the Team Manager of any future additional training requirements, in respect of staff awareness and application of relevant changes to law and practice, SLA's, Force policy, information management and IT systems, ensuring staff are fully conversant with Force Computer Systems and case file applications and other relevant computer applications, in order to ensure both the effective and efficient performance of staff and the maximum utilisation of resources within the Team.
• Ensure that directions received from Case Review Officers in relation to case building, witness or victim contacts, are expedited ensuring that a supervisory regime is in place, in order to prevent files lapsing beyond the statutory time limit for prosecution, ensuring that victim or witness contacts or update are completed in accordance with policy.
• Allocate work, collating and gathering all relevant information and data in relation to Road Traffic Collisions, monitoring the progress of evidence gathering, ensuring timely and accurate collection to a high standard for submission to Traffic Case Review, CPS and partners in local authorities and the Department of Transport.
• Quality assure the content of case files in conjunction with Athena, witness care and customer satisfaction deciding on the necessary evidence required and where necessary refer to the Case Review Officer (Traffic) for direction on further action, ensuring that document details are checked for accuracy and relevance and that missing or incomplete evidence is sought, in order to maximise the efficient through put of paperwork within the office.

February 2012, Amended April 2019.

Vetting level:

Recruitment Vetting (RV)

Necessary experience:

The Traffic Summons Supervisor is likely to have three or more years work experience within the Victim Justice environment, due to the variety traffic files and the procedures and processes dealt with, thus enabling effective resolution to problems that arise within the unit on a day to day basis.

The post holder must have well developed communication skills to tactfully but assertively deal with witnesses and victims, who can sometimes be angry and upset in cases where they feel they have been let down by the system.

An ability to communicate at all levels within their own unit and as part of the wider interagency approach involving the Courts, CPS, and other Criminal Justice partners is essential.

Ability to work under pressure and drive through change is essential as all work passed to the office is subject to strict time limits. The ability to prioritise and allocate work to Caseworkers and to plan ahead is also essential for the smooth running of the Team.

The nature of the work is often emotive as the Team deals with often serious Road Traffic Collisions involving fatalities. The supervisor must have the ability to keep the Caseworkers motivated and be aware of signs of stress. They have to be fully dedicated to the role, as the Team has no control over the amount of work that has to be produced during any given week. Supervisors have to be prepared to stay as required at the end of the day, in order to ensure that all witnesses are warned for Court the next day and any problems are resolved.

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:

Customer Services (Level 4)

Able to identify and interpret more complex problems affecting customers. Suggests improvements in customer services and generates solutions on behalf of customers, taking the necessary action to deliver these solutions. Regularly provides enhanced and high level customer service. Demonstrates the ability to select information for communication to customers and improve the flow of information between the organisation and customers. Actively seeks opportunities for improving working relationships.

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 4)

Is able to identify reliable and appropriate sources of information and select methods of gathering information which are efficient and effective. Has a working knowledge of legislation and policy relevant to the collection, recording, storage and distribution of information.

Information Management & Technology (Level 4)

Can conduct basic computer searches and can correctly interpret data generated. Can create and amend records, according to role requirement. Knows established rules and protocols. Understands impact of data quality, and is self-monitoring on data quality issues.

Interviewing - General (Level 3)

Demonstrates the ability to conduct effective routine interviews for a variety of purposes. Prepares and plans carefully and is clear about the purpose of the interview. Asks relevant questions and is able to obtain the required information. Regularly reviews personal interview performance. Adapts style to suit the needs of the interview.

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.

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 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.

Training (Level 3)

Able to present and convey ideas and new/ revised procedures, on a one to one or group basis, to a logical and well structured plan. Aware of a variety of training techniques, tools and principles.

Victim Support (Level 3)

Able to support victims, their families and other witnesses as required during initial contact with the police. Aware of other organisations or departments that can be used as a reference in order that they receive the desired support if it is beyond the scope of the officer to deal directly.

National Occupational Standards:

AA1 (Level Accredited)

Promote equality and value diversity.