Job Description / Person Specification

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1 Job Description / Person Specification Job Title: Executive Support Manager Post Number: PO 2017 Division/Department/Section: Office of the Police and Crime Commissioner Line Manager Chief Executive PO PURPOSE The role provides high level executive support to the Chief Executive and staff of the OPCC. The role provides a co-ordinating function ensuring the effective delivery of a number of key areas of service delivery. The role has administrative responsibility for a number of key processes delivered by the Office of the Police and Crime Commissioner including management of the Independent Custody Visiting (ICV) Scheme and other OPCC volunteers. 2. POSITION IN THE ORGANISATION People who work directly for this post PA to PCC, PA to Chief Executive, Administrative Support Officer/Advanced Modern Apprentice / OPCC Volunteers 1

2 3. MAIN RESPONSIBILITIES Executive Support Office Management To ensure the smooth and efficient running of the OPCC. To oversee arrangements to handle responses to incoming correspondence, enquiries and complaints from a variety of sources, distribution to relevant personnel in the OPCC, Force and on occasions, to other bodies. To monitor, review, evaluate and develop all aspects of administrative functions and activities. To co-ordinate efficient arrangements for placing orders and requisitions for supplies and services. Transparency To ensure the OPCC is publishing all information required under relevant legislation, including the PCC Decision Log and Gifts and Hospitality Register. Undertake a co-ordinating role within the OPCC with regard to Data Protection and Freedom of Information issues and liaise with relevant Force Colleagues Records Management To co-ordinate arrangements for the efficient and effective filing and management of documents and information, including document retention and disposal. To develop and maintain an understanding of the details and provisions of: - Management of Police Information - Data Protection Act - OPCC Policies and Procedures Other associated legislation governing retention and disclosure of information Media and Engagement Engagement To contribute relevant information and material to the website. To lead on web updates and expansion of the volunteers section of the OPCC website, including the development of private fields. Seek out and explore publicity and marketing opportunities to raise the profile of volunteers. Work closely with the Communications Team to ensure new technologies and media are deployed to enhance the roles for OPCC Volunteers. Volunteers Support the PCC in his strategic role for developing volunteers within the OPCC. Responsibility for strategy, planning, recruitment, supervision, management and retention of volunteers supported by the Executive Support Team To deliver volunteer training to meet the demands of the OPCC Act as OPCC Champion for all volunteers To design and deliver training packages and development for volunteers. To include written materials, classroom sessions and learning exercises. To represent, or support, the PCC at national conferences, events and meetings relating to volunteers. Governance and Scrutiny Joint Committees To support the Chief Executive in the preparation and circulation of agendas, reports and minutes to ensure the effective operation of the joint committees. To provide administrative support to the Police Appeals Tribunal. 2

3 To support the Chief Executive in relation to the OPCC Governance arrangements. To administrate the dip sampling processes for members of the Joint Committees Policies Identify need for new policy or contribute to policy formation where appropriate, providing innovative solutions and ideas for process simplification. Prepare relevant documentation for approval. ICV Scheme To design and deliver training packages and development for volunteers. To include written materials, classroom sessions and learning exercises. Monitoring the budget relating to the ICV Scheme To lead on the management of the Independent Custody Visiting Scheme including: - Managing and reporting data arising from visits and liaison with relevant Force personnel - Production of relevant reports - Organisation of quarterly Panel meetings. - Production of quarterly visiting schedule. To actively pursue and participate in regional collaboration with other OPCC as the Independent Custody Visiting Scheme Manager to further improve the ICV Scheme. Team Development Supervision and leadership of the Executive Support Team (PA to Chief Exec, PA to PCC, Modern Apprentice) To fulfil the role of professional HR assistance relating to the recruitment, selection, appointment and induction processes for the Chief Constable, OPCC Staff and Committee members. To lead on the development of OPCC Human Resource policies and procedures. To work towards the Investors in Volunteers Award for the OPCC 4. CONTACTS 1. PCC, Chief Executive and Officers of the OPCC 2. OPCC Volunteers 3. Dorset Police Officers and Staff 4. Other OPCC Offices 5. Members of the public and community contacts 5. SPECIAL CONDITIONS/ADDITIONAL INFORMATION There may be an occasional requirement for weekend and evening work to facilitate volunteer training, recruitment and meetings or other events. 3

4 6. HEALTH MONITORING N/A 7. VETTING Certain designated posts require enhanced vetting in line with the Force Vetting Policy. Please check with the Force Vetting Officer whether this post requires enhanced vetting and specify the type required below. Vetting clearance will need to be obtained prior to appointment of a candidate. Standard 8. POLITICALLY RESTRICTED APPOINTMENT Yes 9. TERMS OF APPOINTMENT This is a full-time (37 hours) post Office hours are 8.40am to 5.00pm, Monday to Thursday and 8.40 am to 3.40 pm on Friday, with 40 minutes for lunch. The emphasis is on completion of work rather than hours performed, but clearly within the constraints of Working Time Regulations. Office hours are standard with the rest of the Force and the office is closed at weekends. However, the nature of the work is that it is not always 9 to 5. The post holder would be expected to work outside normal hours if circumstances demanded this and would be expected to respond positively to out-of-hours requirements where necessary. 9. PERSON SPECIFICATION Essential Criteria 4

5 Essential Qualifications/Specific Training/Alternative relevant experience, knowledge, skills which are required for this post Criteria to be measured Criteria A Criteria B Competencies Required Excellent written and verbal communications skills with an ability to negotiate and influence in accordance with the requirements of the role. Excellent administrative and organisational skills. Criteria C Excellent IT skills including Microsoft outlook and Microsoft Office applications. Criteria D Proven ability to prioritise a heavy workload, including a capacity for multi tasking the ability to meet key deadlines. Criteria E Proven problem solving ability. Criteria F Good team player able to lead work programmes and refer matters arising appropriately. Criteria G Able to retain a good working knowledge of operating procedures and to ensure that required standards are maintained in day to day service delivery. Desirable Criteria Criteria to be measured Criteria H Competencies Required Understanding of the roles of a Police and Crime Commissioner in the broader policing, criminal justice and community safety landscape. Decisions Taken 1. Managing particular areas of website and making decisions on web content for the Volunteers area. 2. Management of appointments to voluntary roles (approximately 30 in total) to carry out functions as Independent Custody Visitors (ICVs) (a statutory role for Police and Crime Commissioners) or PCC Advocates and Community Engagement Volunteers and subsequent supervision and when necessary dismissal of volunteers. 3. Best ways to negotiate and collaborate with regional OPCC in the development of a regional ICV Scheme. 4. The writing and delivery of appropriate plans to train OPCC volunteers. Dimensions 1. Dorset OPCC has approximately 30 volunteers. This role has responsibility for the recruitment, training and supervision of all OPCC volunteers. 2. Dorset OPCC currently has 15 full time members of staff, a mixture of fixed term and 5

6 permanent contracts. 6

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