Vetting Administration Assistant

Job Title: Vetting Administration Assistant
Grade: Grade B
Role Code: SPSD071
Status: Police Staff

Main purpose of the role:

Undertake administration tasks in respect of all aspects of vetting procedures including Counter Terrorist Check, Management Vetting, Security Check, Developed Vetting, Recruitment, and Non-Police Personnel Vetting, maintaining the security of information, in order to assist with the efficient and effective management of the Force Vetting Unit.

Main Responsibilities:

• Provide administrative support to the vetting team preparing for vetting interviews, check incoming forms for completion, errors, and omissions, obtaining missing/ further information by contacting the relevant applicant, ensuring that each applicant has provided proof of identity and proof of address, and where applicable obtaining missing documentation, in order to ensure information is available against which each applicant can be assessed.
• Prepare general correspondence, presentations, reports and maintain confidential files, ensuring that all such information obtained is safely and securely stored and only used in accordance with all relevant legislation and Force policy.
• Respond to enquiries, via telephone, fax, e-mails into the generic Vetting email inbox, or in person, relating to vetting and other general matters, maintaining office equipment and reporting any faults or maintenance requirements as appropriate and undertaking general clerical duties as required to support the general day to day running of the Unit, ensuring the accuracy of all advice given and that potentially sensitive information is not inadvertently disclosed at any time.
• Produce and distribute vetting packs, maintaining records of outgoing and incoming forms, chasing returns and resolving any problems that arise, in order to ensure that all packs are promptly despatched.
• Access, input, update and retrieve information on the computerised vetting database as required, identifying anomalies/ discrepancies, and seeking to resolve these issues wherever possible, or referring upwards as appropriate, in order to maintain accurate vetting records in accordance with organisational policy, and legislative requirements. This will include maintaining an Annual Vetting Appraisal system, updating records and files as appropriate.
• Receive and upload applications for individuals seeking employment with Kent Police and to work in partnership with Kent Police either in a paid or voluntary capacity, prioritising and managing own workloads in accordance with the agreed service levels and responding to enquires as appropriate in accordance with departmental working practices.
• Assist with the creation and management of applicants vetting files, including obtaining, collating, and presenting information from internal and external sources as required, document scanning and attachment to records, ensuring that all vetting files are correctly and securely filed and can be easily retrieved as required.
• Take ownership of the Bring Forward System to manage after care of ongoing vetting, updating vetting records as appropriate.

Created October 2024.

Vetting Level:

Security Check (SC)

Necessary Experience:

The Vetting Admin Assistant will be educated to GCSE level or equivalent standard, with relevant administrative experience, preferably gained within a police or security focused environment.

This role calls for the post holder to possess high levels of integrity and an eye for detail, as well as highly developed levels of confidentiality and a heightened awareness of the sensitivity with which they will be required to handle all personal data/ information they will have access to or may come across in the course of their duties. The post holder should have good verbal and written communication skills as well as a methodical approach to work combined with initiative. They will also need to be able to work under pressure.

Experience of working with Microsoft computer packages such as e-mail, Word, Excel etc, and good / highly accurate keyboard skills are essential. The post holder must have the ability to rapidly become highly competent in the operation of a variety of bespoke force systems.

Behaviours:

Analyse Critically (Level 1)

I recognise the need to think critically about issues and challenge my assumptions, ensuring I find information and data that can help me make better decisions. I absorb and interpret information accurately and in an appropriate timeframe, separating what is relevant and not relevant. I solve problems proactively by understanding the reasons behind them, using learning from evidence and from my experiences to take action. I apply professional knowledge and decision-making frameworks, in addition to drawing on my personal experience and judgement, to make better decisions. I recognise where there may be gaps and inconsistencies in data and information

Collaborate (Level 1)

I learn about stakeholders in other teams, organisations, and the community so I can work with them effectively. I work to get to know others and build rapport so that we can achieve shared goals. I work flexibly with people across different levels, teams and backgrounds. I work cooperatively with others to get things done, willingly giving help and support to colleagues. I actively seek to engage with and learn from a diverse group to improve the work I do.

Support & Inspire (Level 1)

I take opportunities to share my positive commitment to policing and it's values with others. I take steps to understand how my work contributes to the purpose of policing and the priorities of my force. I am conscientious in my approach, working hard to provide the best service and remove obstacles that could prevent or hinder delivery. I take on challenging tasks to help to improve the service continuously and support my colleagues. I support the efficient use of resources to create the most value and to deliver the right impact.

Take Ownership (Level 1)

I approach tasks with enthusiasm and a positive attitude, adapting quickly from one situation to the next. I take responsibility for my own actions and decisions. I respond to demanding and tough situations, demonstrating commitment to tackling the issue. I seek appropriate advice and guidance on tasks and decisions when necessary. I take responsibility to regularly update people who are relying on me. I seek feedback to understand the quality of my work and the impact of my actions.

Emotionally Aware (Level 1)

I communicate effectively and compassionately, tailoring my communication so I can be easily understood by others. I seek to understand and manage my own emotions to remain effective, even under pressure. I seek out support to help me perform effectively. I recognise that some situations might affect my ability to deal with stress and pressure. I adapt my style and approach by understanding the emotional needs of the people I am working with and the public. I seek to understand the concerns of others even when they are unable to express themselves clearly.

Innovative & Open-minded (Level 1)

I seek to learn from new ideas and experiences, including the diverse experiences of others. I share suggestions with colleagues, speaking up to help improve existing working methods and practices. I reflect on my experience of different situations and act on the learning this provides I show that I am open to new ideas and ways of working. I adapt flexibly to change as the need arises, encouraging others to do the same.

Values:

Courage (accredited)

This means making, communicating and being accountable for decisions, and standing against anything that could bring our profession into disrepute. When we are motivated by courage, we actively uphold the ethical standards of the police service so that we do the right thing even when the circumstances are difficult. We set good examples, challenge unprofessional behaviour and all forms of prejudice and discriminatory behaviour, and any activity which undermines the impartiality of policing. We build and maintain the confidence of the public, our colleagues and partners through the way we conduct ourselves. We maintain professional boundaries with those we serve and work with to help protect ourselves and those around us. We are open about what we have done and why and keep our promises so we can be relied on when needed. We support an environment where ethical issues or unprofessional actions can be raised, questioned, challenged, reported and addressed. We are honest and open in our interactions and decision making. We have the courage to respond to criticism with professionalism. Examples of courage We act with courage when we: Do the right thing, even when it feels difficult Act as role models to encourage professional and ethical behaviour in others Challenge behaviours, language and attitudes that undermine our profession and support others to do the same Stand up against discrimination, prejudice and hate in all its forms Engage in difficult conversations when we hear or see unprofessional behaviour Address incidents of unprofessional conduct and take appropriate action Are open and responsive to scrutiny and challenge Are honest and truthful, giving accurate representations of our actions and records

Public service (accredited)

When we are motivated by public service, we respect the authority and influence afforded to us by our role in society and the responsibility we have in using our policing powers. We apply those powers lawfully, proportionately and when necessary. As we strive to help deliver good outcomes for the public we serve, we seek to find opportunities to learn and improve ourselves as professionals. We reflect on our actions and decisions to see what could be changed to improve the service we offer the public. We have a responsibility to ensure that we act in the best interest of society as a whole. Improving the safety and wellbeing of the public underpins all that we do. We respond to different communities, taking into account their history and experiences including trauma and adversity. Examples of public service We provide public service when we: Act in the interests of the public, first and foremost Are open and honest about our knowledge and experience with those we serve, even when it can be uncomfortable Act in ways that give others the confidence to share experiences and ideas that can improve outcomes for the public Seek to understand and address the needs and concerns of all our different communities Seek constructive feedback from a wide variety of people, avoiding being defensive Reflect on and understand our own strengths and areas for development and take responsibility for our own learning to address gaps and improve our service to the public

Respect & Empathy (accredited)

This means encouraging, listening to and understanding the views of others, and seeking to recognise and respond to the physical, mental and emotional challenges that we and other people may face. When we are motivated by respect and empathy, we ensure people feel valued and listened to. We treat them with patience and courtesy where possible, recognising that sometimes we may need to prioritise safety and security. We give them opportunities to share their views and take these views into account. We seek to understand other people's perspectives and recognise they can differ from our own. We engage with people who have a wide range of experiences and needs and provide a service that takes into account each individual's unique circumstances. We ensure everyone, regardless of background or circumstance, is treated equally and fairly, recognising the need to tailor our responses to individual needs to ensure we are being fair and respectful. We understand and recognise that people may respond differently to the same situation. We are careful to recognise and manage our biases, so they do not stop us from engaging with people with different needs and experiences equally and fairly. Examples of respect and empathy We show respect and empathy when we: Treat everyone with dignity and respect, even in challenging circumstances Give people an equal opportunity to share their views and take these into account Recognise and manage our biases to ensure we make fair and objective decisions Take action to understand and appreciate other people's experiences, values and beliefs and how they differ from our own Promote equality and celebrate difference Respond fairly, impartially and with sensitivity to people's needs

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 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.

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 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 Technology (Level 3)

Able to utilise relevant Force standard office software products such as word processing and document creation, 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 and shredders and can utilise IT products available through Office 365 to share information and aid communications and 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