Lancashire Constabulary s Criminal Justice Department is seeking a Temporary CJ Administration Assistant to be based at Chorley Police Station.

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1 Job Title: Salary Range: Location: Department: Permanent / Temporary: Hours Per Week: Rota: Temporary CJ Administration Assistant 7,665 to 10,701 per annum (LC 2-5) based on full time equivalent 15,330 to 21,402 (Progression arrangements apply) Chorley Police Station Criminal Justice Department Temporary for 12 months 18 hours and 30 minutes Flexi Monday to Friday Reference No: S Closing Date: 4.00pm on Thursday 10 September 2015 Lancashire Constabulary s Criminal Justice Department is seeking a Temporary CJ Administration Assistant to be based at Chorley Police Station. Working as an Administrative Assistant your role will be to deliver professional, efficient and effective corporate administrative support in relation to criminal justice matters. This post is being funded for 12 months by the Police and Crime Commissioner to provide administrative support to the Restorative Justice Team. The post holder will conduct background checks using Constabulary IT systems, maintain accurate records of RJ referrals until they are finalised and communicate with a wide range of individuals to assist in organising RJ conferences. The successful candidate would ideally be required to work 5 half days per week but this is open to local negotiations. Candidates are asked to evidence against the following essential criteria only, please ensure your evidence is submitted in numerical order as indicated on the candidate specification i.e. 1 4: 1. Experience of inputting, updating and maintaining manual and electronic filing/recording systems 2. Experience of dealing with members of the public and working in partnership with other departments and agencies 3. Experience of working effectively as part of a team 4. Experience of working with minimal supervision, organising and prioritising own workload In order to complete an application form, please select the job vacancy using the following link: Candidates must read the guidance notes which are downloadable from the on-line application site, prior to completing the application form. All successful applicants will be subject to Vetting clearance. Applicants should note that there is a minimum UK residency criterion of three years for recruitment vetting purposes in line with national recommendations. LATE OR INCOMPLETE APPLICATION FORMS WILL NOT BE ACCEPTED.

2 LANCASHIRE CONSTABULARY JOB DESCRIPTION 24/25 Post Title: Location: Responsible to: Job Purpose: Grade: CJ Administration Assistant Various CJ Team Leader To deliver professional, efficient and effective corporate administrative support in relation to criminal justice matters. LC 2-5 (progression arrangements apply) KEY RESULT AREAS This is not a comprehensive list of all the tasks which may be required of the post holder. It is illustrative of the general nature and level of responsibility of the work to be undertaken. Work in a multifunctional team to deliver cost-effective criminal justice administrative processes, ensuring compliance with legal requirements, corporate standard procedure manuals and policy agreements, whilst successfully managing demand to achieve and sustain the required performance levels. Over time, there will be a requirement for staff to gain experience of all functions within the team. Contribute to the development of efficient corporate systems and processes in relation to criminal justice procedures, particularly in relation to criminal justice administration. Provide advice and guidance to staff, officers and other departments in relation to the submission and content of prosecution files, in all cases emphasising the need to focus on a right first time approach. Closely monitor adherence to procedural and legal requirements, Home Office initiatives and Service Level Agreements with other agencies and departments; take prompt action to address non-compliance by the most appropriate method, highlighting to supervision as appropriate. Interrogate Constabulary IT systems in accordance with corporate policies and procedures and accurately maintain, input and extract data throughout all CJ administrative processes. Maintain and accurately update manual/electronic filing systems, archiving and retaining documents for the appropriate periods when cases are finalised. Photocopy and process manual/electronic documentation as required; prosecution files, various records, forms and exhibits and forward to other criminal justice agencies as appropriate meeting timeliness and quality requirements. Be responsible for the security, indexing and cataloguing of audio, video and digitally recorded evidence. Action court files post hearing in accordance with instructions, reason for adjournment or disposal. Deal with general enquiries from Police Officers, members of the public, other Departments & Divisions, Crown Prosecution Service, HM Court Service and other Police Forces and

3 agencies, both in writing and via the telephone, enhancing customer satisfaction. Adopt a continuous improvement approach, taking opportunities to reduce the administrate burden whenever possible, particularly in respect of operational police officers. Demonstrates a strong commitment to delivering a high standard of service with an emphasis on Quality at all times Operate in an innovative and problem solving manner, positively implementing change and understanding the rationale behind it. To promote and comply with Lancashire Constabulary s obligations under the Equality Act 2010 and Health & Safety, both in the delivery of service and the treatment of others. To be responsible for improving your performance by participating in the Continuous Professional Development (CPD) process with your manager. To carry out any other duties which are consistent with the nature, responsibilities and grading of the post.

4 CANDIDATE SPECIFICATION Essential Desirable To be identified by Knowledge/Experience Experience of working in an administrative/clerical role within a busy office environment dealing with confidential information 1. Experience of inputting, updating and maintaining manual and electronic filing/recording systems Experience of producing accurate records demonstrating a high level of attention to detail 2. Experience of dealing with members of the public and working in partnership with other departments and agencies 3. Experience of working effectively as part of a team Experience of working to deadlines and tight timescales, within a busy environment 4. Experience of working with minimal supervision, organising and prioritising own workload Knowledge of Health & Safety, Equality, Data Protection Principles and Community & Race Relations Legislation/issues Other A flexible approach to working hours and practices An acceptable level of sickness absence in accordance with the Constabulary s Attendance Policy. Intermediate typing/word processing qualification i.e. RSA II, ULCI III, IBT2, ECDL &/or ability to type at 35 wpm Minimum of 4 GCE/GCSE's grade C (or equivalent) including English Previous experience of working within a Criminal Justice or legal environment Experience of using Microsoft Software Applications, including MS Office Word, Excel, PowerPoint & Access Application form Application form Application Form/ Application Form/ Attendance to be checked post by Recruitment for internal staff, via references for external

5 Personal Qualities Decision Making Gathers, verifies and assesses all appropriate and available information to gain an accurate understanding of situations. Considers a range of possible options before making clear, timely, justifiable decisions. Reviews decisions in the light of new information and changing circumstances. Balances risks, costs and benefits, thinking about the wider impact of decisions. Exercises discretion and applies professional judgement, ensuring actions and decisions are proportionate and in the public interest. Leadership Openness to Change Positive about change, adapting rapidly to different ways of working and putting effort into making them work. Flexible and open to alternative approaches to solving problems. Finds better, more cost-effective ways to do things, making suggestions for change. Takes an innovative and creative approach to solving problems. Leadership Service Delivery Understands the organisation's objectives and priorities, and how own work fits into these. Plans and organises tasks effectively, taking a structured and methodical approach to achieving outcomes. Manages multiple tasks effectively by thinking things through in advance, prioritising and managing time well. Focuses on the outcomes to be achieved, working quickly and accurately and seeking guidance when appropriate. Professionalism Acts with integrity, in line with the values and ethical standards of the Police Service. Takes ownership for resolving problems, demonstrating courage and resilience in dealing with difficult and potentially volatile situations. Acts on own initiative to address issues, showing a strong work ethic and demonstrating extra effort when required. Upholds professional standards, acting honestly and ethically, and challenges unprofessional conduct or discriminatory behavior. Asks for and acts on feedback, learning from experience and developing own professional skills and knowledge. Remains calm and professional under pressure, defusing conflict and being prepared to step forward and take control when required. Public Service Demonstrates a real belief in public service, focusing on what matters to the public and will best serve their interests. Understands the expectations, changing needs and concerns of different communities, and strives to address them. Builds public confidence by talking with people in local communities to explore their viewpoints and break down barriers between them and the police. Understands the impact and benefits of policing for different communities, and identifies the best way to deliver services to them. Works in partnership with other agencies to deliver the best possible overall service to the public. Working with Others Works co-operatively with others to get things done, willingly giving help and support to colleagues. Is approachable, developing positive working relationships. Explains things well, focusing on the key points and talking to people using language they understand. Listens carefully and asks questions to clarify understanding, expressing own views positively and constructively. Persuades people by stressing the benefits of a particular approach, keeps them informed of progress and manages their expectations. Is courteous, polite and considerate, showing empathy and compassion. Deals with people as individuals and addresses their specific needs and concerns. Treats people with respect and dignity, dealing with them fairly and without prejudice regardless of their background or circumstances. *Continuous Professional Development (CPD) refers to the on-going internal appraisal scheme that Lancashire Constabulary employ to monitor and develop its employees. Please note that the use of the terms Assessment & is based upon candidates being successfully shortlisted. In addition, the Division reserves the right to select the most suitable candidate based upon any combination of assessments that is deems appropriate. Date last updated: September 2013

6 CJ Administrative Assistant Progression Arrangements (The following arrangements are all subject to the needs of the post and not the post holder and can be superseded by management if there is a demonstrable link to CPD) Basic Level Duties commenced at LC 2 (bar at top) Appointees to this level of the post will have little or no experience of the role or of similar office work. The post holder will undertake a period of training in office skills, systems, procedures, telephone answering and learning to work as a junior member of a team. Following initial training the post holder will complete general administrative duties independently such as routine photocopying, filing, postal duties, inputting and updating of systems which require little or no decision making, further analysis or interpretation. LC 3 (bar at the top) Post holders progressing to LC 3 will demonstrate the ability to: Interpret and assess the quality of information prior to input to corporate IT systems, and Resolve general enquiries from internal and external contacts. LC 4 (bar at the top) Post holders progressing to LC 4 will: Demonstrate flexibility and knowledge of CJ processes, providing cover for colleagues and assisting with training, and Provide accurate and timely advice and guidance to colleagues and staff from other departments and agencies in relation to corporate criminal justice procedures. LC 5 Post holders progressing to LC 5 will: Have gained a thorough working knowledge on a wide range of functions of their team, be capable of covering a number of roles in the team, and Consistently display a positive attitude, demonstrate a high degree of flexibility to perform any task when required and be receptive to change, constructively contributing to devising and implementing new procedures, and Apply initiative and take positive action to make decisions and assist colleagues in resolving day to day problems, and Frequently issue detailed feedback and/or instructions to officers and staff from other departments and other criminal justice agencies in relation to corporate criminal justice procedures. These arrangements do not prevent management seeking authority to appoint at any spinal column point in the LC 2-5 range subject to the individual meeting the progression criteria. Note Assessable performance will be determined by the first line manager and evidence through CPD. It is the post-holders responsibility to apply for progression arrangements by demonstrating that they have achieved the necessary competence under each of the criteria outlined in the progression arrangements.

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