Records Archive Supervisor

Ref: 22/285
Location: Nettleham HQ
Salary/grade: Grade G (£25,758 - £28,530)
Contract: Permanent
Full time: 37 hours per week 
Vetting Requirement/Residency: Recruitment vetting, 3 year residency
Closing date: Friday 14 July 2023
Interview date: TBC

The successful post holder will provide supervision and oversight of the workloads of the Records Archives Officers and Audio Teams at multiple locations across the county.  The postholder will ensure that policies and processes are adhered to, and performance is managed to a high standard, challenging unsatisfactory performance.

The role is to supervise the teams, ensuring that all work is processed in a timely manner. The postholder will ensure that Criminal Injuries Compensation Authority (CICA), CPS and HMCTS requests, etc within the team are prioritised, making sure that all processes are completed in a timely manner and within relevant legislative timeframes and standards.  

The successful candidate will oversee and develop the Central Records Archive providing a records management service for the force in managing physical archive records in accordance with force policy and the relevant legislative requirements of Management of Police Information (MoPI) Code of Practice 2005 the Criminal Procedure and Investigations Act 1996 and the APP for Review, Retention & Disposal.

They will oversee the provision of a Force Registry service for police officers and staff ensuring the accurate and efficient update and the management of the local computer systems and historic paper records and effectively maintaining a quality service.

Directly reporting to the Prosecutions Manager, the role is to supervise, and first line manage a team of administration staff, ensuring appropriate cover for the staff during periods of leave, sickness, or absence and that daily workloads are managed.

To maintain a good working relationship with all police offices and staff and partner agencies, including, CPS and HMCTS and CICA.

Demonstrate the force values at all times and in accordance with the principles of the Code of Ethics. The aim of the Code of Ethics is to support each member of the policing profession to deliver the highest professional standards in their service to the public.

Shift pattern

The standard shift pattern for the role is shown, however flexible working patterns will be considered on a full and part-time basis. Applications will be considered on an individual basis and all requests must meet the organisational need as well as individual need, which can be determined with the successful applicant.

	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday	Sunday
Week 1	08:00 - 16:00	08:00 - 16:00	08:00 - 16:00	08:00 - 16:00	08:00 - 15:30	RD	RD
Week 2	08:30 - 16:30	08:30 - 16:30	08:30 - 16:30	08:30 - 16:30	08:30 - 16:00	RD	RD

What we can offer you

The health, happiness and wellbeing of our colleagues is vitally important at Lincolnshire Police. 

Find out about the benefits we can offer you.

Job purpose and scope

To provide information, advice and guidance on structured problem solving and the delivery of effective crime prevention initiatives; to support the achievement of force objectives to minimise crime, disorder and antisocial behaviour within Lincolnshire. You will work proactively with local policing teams, Community groups and other partnership agencies on crime reduction and prevention strategies.

You will be expected to complete the relevant accredited training for your role within the first 12 months and keep up to date with information and intelligence relevant to problem solving and preventative policing. 

All staff involved in carrying functions in this role will do so in accordance with the principles of the Code of Ethics. The aim of the code of ethics is to support each member of the policing profession to deliver the highest professional standards in their service to the public

Core work areas

• Provide direct support to crime reduction plan owners, to guide and assist them in the application of Scanning, Assessment, Response and Evaluation (SARA) and related problem-solving tools, to support the development and delivery of crime prevention initiatives.
• Carry out research in the Scanning, Analysis and Research phases of SARA, providing information in appropriate formats, to enable crime reduction plan owners to identify and prioritise issues, identify underlying causes, and to develop appropriate interventions.
• Provide data to quantify the benefits of crime reduction activities and inform force reporting on performance against its Key Performance Indicators.
• Represent the force at external meetings, conferences, and events to present and explain relevant crime prevention initiatives and to identify information from other organisations that may contribute to force effectiveness in preventing crime.
• Deliver presentations and training within the force to raise awareness of problem-solving tools, crime prevention processes and procedures, and lessons learned; to promote the adoption of best practices.
• Liaise with colleagues within the force and beyond to share lessons learned and best practices.
• Visit and compile “Sanctuary” Target Hardening reports with High Risk Domestic Victims for other partner agencies.
• Utilise Police systems within your daily role inclusive of Niche, Business systems and Guardian Command.

Other duties

The duties and responsibilities in this job description are not exhaustive. The post holder may be required to carry out other duties as may be required within the scope of the department. Any such duties should not substantially change the general nature of the post.

Equality and diversity

The post holder is required to carry out their duties in a way that supports the Force Diversity strategy.

Health and safety

The post holder will take all reasonable care of themselves and of others who may be affected by their acts or omissions.

All actions must be conducted in accordance with the forces Health and Safety policy.

Safeguarding children and vulnerable adults

Lincolnshire Police has a duty to promote the welfare of, and safeguard of children and vulnerable adults. The post holder is required to comply with Force Policy and Standard Operating Procedures in respect of safeguarding children and vulnerable adults.

Person Specification

This form sets the standard for the person needed for this job, and also will be the basis for shortlisting and for the questions to be asked at interview. 

The requirements are job-related and described using appropriate words and marked E (Essential) or D (Desirable) as appropriate. 

Measurement key

• A - From application form
• T - By test after shortlisting
• I - Probing at interview
• P - Presentation
• R - References
• O - Other (please specify)

Essential criteria       

• Full UK Driving Licence (A)
• Previous experience of working within a crime reduction/prevention environment (A/I)
• Able to complete administrative work in a team environment (A)
• Previous experience of creation and delivery of presentations to a variety of audiences (A/I)
• Able to set out logical arguments clearly, adapting language, form, and message to meet the needs of different people/ audiences (A/I)
• Able to breakdown a straightforward problem into component parts and determine appropriate action (I)
• Able to use Microsoft Office in particular Word, Excel, PowerPoint, Outlook to undertake daily duties required for role (A/I)
• Able to use resources efficiently in own role and to comply with budget rules and procedures (A)
• Able to communicate effectively and clearly both verbally and in writing avoiding jargon (A/I)
• Able to prioritise and plan own workload (A)
• Able to interpret and apply guidance to a specific activity (A/I)
• Ability to carry out research and produce concise and accurate reports (A)
• Thorough practical understanding of SARA and other Crime Prevention Models (I)
• Good team working skills demonstrating awareness of individual differences and providing support as required (A)
• Build and maintain good working relationships with colleagues, partners, external agencies, and members of the public (A/I)
• Demonstrates a clear understanding of the diverse communities across Lincolnshire and their individual needs (I)
• Able to complete tasks within set timescales using own initiative (A/I)
• Able to review own performance objectively and to develop and follow an appropriate improvement plan (A)
• Able to identify potential opportunities to enhance efficiency and/or effectiveness within own area of work (I)

Desirable criteria

• Successfully completed the Level Four Crime Prevention Practitioners Qualification (A)
• Knowledge and understanding of Section 17 of Crime and Disorder Act 1998 (A/I)
• Knowledge and practical understanding of the National Crime Prevention Strategy (I)

How to apply

Apply for this role   

Ensure you complete and return both forms.  Clearly state which job you are applying for and include the reference number.

Important information

• Incomplete or late application packs will not be considered.
• Please provide a valid and current email address as correspondence relating to your application will be sent by email.
• CVs will not be considered.  You may supply additional sheets of information but only information relevant to the questions will be considered.
• As an applicant your conduct towards our employees is assessed at all times.  We expect you to show courtesy and respect towards members of staff during the recruitment process.  A record will be made of any inappropriate behaviour and this could result in your application being rejected.