Criminal Justice Administrator Job Description

Transcription

1 Criminal Justice Administrator Job Description Grade: 2-4 Reports to: Section Head Role Code: EM0101 Location: Criminal Justice Unit, Chelmsford HQ Responsible for: Not applicable Special requirements The post holder may need to travel in connection with the duties of the post. Essential: Relevant experience to support the post holder s ability to perform the role with an aptitude for Microsoft Office based IT packages. Desirable: GCSE English & Maths, or equivalent (or relevant qualifications or experience that evidence the post holder has the ability to perform the role). Main Purpose of the role To provide efficient and effective administrative support to the Criminal Justice Department and Divisional colleagues in accordance with Criminal Justice Policy. To support the administration, preparation and processing of prosecution files in accordance with Criminal Justice policy; to support the progression of cases through the court process by means of timely and accurate case preparation. Main responsibilities/accountabilities The following indicates the main responsibilities and accountabilities for the role. You will be expected to undertake those appropriate to local structure and requirements. You may also be required to undertake other reasonable duties commensurate with your grade. To provide generic administration and clerical support to departmental and divisional colleagues. To provide comprehensive service to all victims and witnesses from the post charge stage onwards, ensuring compliance with Code of Practice for Victims of Crimes, NWNJ and the Witness Charter.

2 Securing the preparation of typed statements, records of taped interviews and full transcripts and processing of audio/video tapes within appropriate time scales. The management and monitoring of all CICA claims received by Essex Police, assessing the needs of applicants in all cases and ensuring compliance with the statutory requirements contained within sections 5.28 to 5.31 of the Code of Practice for Victims of Crime. To provide an efficient and effective administration service in the important area of warrant processing. To provide an efficient and effective administration service in the processing of immigration fee documentation. Assist in the training, coaching and mentoring of new staff as required and deputising for the Section Head in their absence. The preparation of post committal pre-con packages in accordance with agreed multi-agency targets To provide and maintain accurate and efficient computerised image records to the Force using Video Witness computer system. To provide clerical support to Force HQ teams during staff shortages, to include mail collection and delivery. To undertake such other reasonable tasks as may be required from time to time.

3 Personal Qualities Public Service Leadership 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. 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. 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 Decision Making 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 behaviour. 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. Gathers, verifies and assesses all appropriate and

4 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 judgment, ensuring actions and decisions are proportionate and in the public interest. 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. Core responsibilities MANAGING THE ORGANISATION The role holder should effectively deliver these key requirements 1037 Process telephone calls Process information and enquiries sensitively and professionally in line with Charter Standards and organisational policy. 236 Participate in meetings Prepare for an actively contribute within meetings in a clear, concise and relevant manner, ensuring decisions and actions are communicated to appropriate personnel. ADMINISTRATIVE SUPPORT 1197 Prepare and print documents using a computer Present information accurately and in an appropriate format using a computer. Comply with organisational procedures.

5 1110 Maintain a record management system Record, store and supply information in accordance with organisational policy and legislative requirements Photocopy, present and distribute documents Photocopy and present documents in an appropriate format, complying with local requirements, legislation and organisational policy Input, retrieve and present data using a computer Enter information correctly using an appropriate computer system, in accordance with legislative requirements and Force policy. Retrieve and present information in a suitable format and supply to relevant personnel. CUSTODY & PRESECUTION 43 Monitor and evaluate the quality of case files Carry out quality control on all case papers to ensure compliance with CPS guidelines and policy. 42 Prepare and present case files Prepare and submit case materials, working with the CPS or other relevant agencies/organisation to progress the case. FOR NEW POSTS OR POSTS TO BE REGRADED ONLY Approved as being an accurate summary of the post: Postholder Line Manager Date Date Postholders need to be aware of their responsibilities towards Essex Police Information Technology Security Policy, Computer Misuse Act 1990, Copyright Designs and Patents Act 1988, Police and Criminal Evidence Act 1984, Data Protection Act 1998, Health and Safety at Work Act 1992 and Official Secrets Act 1989.