Job title: Vetting Team Leader
Grade: Grade E
Role code: SPSD024
Status: Police Staff
Home Office code: Organisational Support

Main purpose of the role:

Co-ordinate and administer the Security/Management/Developed/Recruitment and Non Police Personnel Vetting programme, providing advice and guidance to managers and applicants on vetting issues, including vetting decisions on applicants, ensuring a corporate approach to vetting through the provision of a professional service. Co-ordinate vetting processes and procedures, including researching, interviewing, interpreting and reporting on candidates' personal information, supervising the day-to-day activities of the Vetting Assistants and develop vetting systems, and maintaining the integrity and credibility of the process and of the Central Vetting Unit, in order to ensure that processes are undertaken in accordance with all relevant legislation, Force policy and procedure.

Main responsibilities:

  • Provide advice and guidance to line managers throughout the Force and applicants on all aspects vetting policy and processes, having due regard to the requirements of Human Rights, Data Protection and Freedom of Information Act legislation, delivering presentations at briefing evenings, reinforcing to candidates the importance of the accuracy and relevance of data supplied by them during the recruitment process, interpreting and determining from researched information the amount of data input required for National Security and Management Vetting processing.
  • Supervise Vetting Assistants on a day-to-day basis to ensure that work is effectively prioritised and standards of quality and efficiency are maintained, taking responsibility for all welfare, discipline, capability, appraisal, training and development issues for staff, working in conjunction with the Vetting & Disclosure Manager and the Head of Central Vetting Unit, in order to ensure that all staff are suitability skilled to perform their duties. This will include providing cover for the Vetting Team Manager as required in the event of his/her absence.
  • Assess and interpret completed forms, providing guidance on methods of information gathering, viewing and assessing applicants' personal files, determining the level of vetting required for each candidate, and monitoring and actively pursuing the progress and completion of a candidate's vetting application via external agencies, creating and managing candidates' vetting files, dealing with all vetting matters in a strictly confidential, sensitive and professional manner, in order to maintain the integrity and credibility of the process and the Central Vetting Unit and ensuring that all such checks are completed in accordance with the Force and National Vetting guidelines, relevant legislation and Force policy.
  • Oversee the processing of National Security checks and Special Branch vetting checks and PND checks within the Central Vetting Unit, and PNC, Athena and other Force database checks as necessary, utilising Experian, credit reference databases, interpreting data and identifying issues for further investigation, and oversee the maintenance of the Unit's database, ensuring the input of all relevant information to the required standards and the production of regular statistical data in respect of the team's performance against the service level agreement.
  • Research, interpret and report on the professional and private life, financial affairs, associations and employment history of officers, staff and potential applicants for posts within Kent Police and Non- Police Personnel with access to Kent Police premises and/or systems, by interrogating national and local databases, including the Police National Database (PND), Special Branch and other relevant databases, overseeing the creation and management of candidates' vetting files, producing reports presenting the candidate's background in a full and methodical manner, supporting effective, fair, proportionate and timely decision-making, managing all data, records, files, correspondence and other documentation, ensuring the accuracy, detail, confidentiality and timeliness of all such information held or processed, in accordance with Force policy and relevant legislation.
  • Analyse data and, where necessary, undertake personal interviews with the individual concerned in order to obtain the necessary information for decision-making, displaying a professional and sympathetic approach when dealing with sensitive issues, providing reassurance and strict confidentiality in the handling of personal data in order to maintain the integrity and credibility of the process and the Central Vetting Unit.
  • Review, recommend and implement changes to policy (following legislative changes or changes required by the Force or nationally) in respect of vetting information, disclosure and administration procedures, reviewing current working practices and implementing subsequent changes identified, to ensure that all departmental priorities and objectives are met and to optimise the working practices of the Team.
  • Manage the aftercare of all those holding vetting clearance, including those vetted to DV level, undertaking regular reviews and personal interviews, where necessary, in order to provide reassurance to the individual concerned and to ensure that vetting clearance is maintained in accordance with the National Vetting guidelines.
  • Manage and develop all systems for handling vetting enquiries, identifying options and making recommendations for the improvement of these systems in conjunction with the Head of Central Vetting Unit, in order to ensure the continued use of flexible and appropriate systems, which fully comply with all relevant legislation, working practices and procedures. This may also involve assessing the impact of the introduction of new or amended National or European legislation.

February 2011, Amended March 2015

Vetting level:

Security Check

Necessary experience:

The Vetting Team Leader will be educated to 'A' level or equivalent standard, with demonstrable experience in office administration, including experience in developing and maintaining computer and paper based systems and explain systems and processes to others. The ability to provide one to one training and coaching of staff is essential. Ideally this will have been gained in a police environment at a supervisory level. A sound understanding of relevant legislation e.g. Freedom of Information, Human Rights, and Data Protection Act, is essential for this role. Familiarity with or an awareness of credit reference agency systems would be an advantage.

This role calls for the post holder to possess high levels of integrity, maturity 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 hold r should have good verbal and written communication skills, including experience in preparing and co-ordinating complex reports, letters, etc, as well as a methodical approach to work, combined with initiative. S/he will also need to be able to accurately interpret complex policy and legislation and work with managers to resolve queries, and 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. It is essential that the post holder is able to interrogate computer databases and effectively present all results/ findings in an appropriate format for the target audience. Previous experience of handling data for analysis, and undertaking research or project work would be preferred.

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:

Health and 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 and analysis (level 5)

Information gathered is sufficient, valid and reliable and is consistent with the organisation's values, policies, guidelines and procedures. Able to deal with situations when information is insufficient, contradictory or ambiguous. Able to organise and interpret information so that conclusions can be drawn.

Information management and 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 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 and 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, shari g, 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.

National Occupational Standards:

AA1 (Level Accredited)
Promote equality and value diversity.

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