Harlow Council Job Description Job Title: GIS Data Officer Post Number: ME0117 Grade: 8 Date: July 2015 Service: Location: Responsible to: Place Services Civic Centre Geographic Information (GI) Manager Job Purpose: To provide efficient and accurate postal addresses and ensure these are verified and recorded accurately within the LLPG and NLPG Hub and internal and external contacts are notified accordingly. To assist the Geographic Information Manager in the maintenance of corporate Geographic Information (GI). 1.0 Street naming and numbering. 2.0 Estate name boards. 3.0 I.T. requirements. 4.0 Customer liaison. 5.0 Consult and engage stakeholders and use feedback to drive service improvement. 6.0 Manage resources and budgets. 7.0 Maintain technical awareness. 8.0 Equality of opportunity. 9.0 To assist in the data management, data maintenance and data production for the Corporate GI and LLPG. 10.0 To assist in the provision of GIS data analysis, topographic surveys and interpretation of maps and GI. 11.0 To process applications to purchase additional land within residential estates. 12.0 Support the duties of the GI Manager and other duties. 13.0 Statement of Health and Safety. Chief Executive Malcolm Morley Central Switchboard: 01279 446611 Email: Contact@harlow.gov.uk V1.0 May 2007
Breakdown of tasks: 1.0 Street naming and numbering. 1.1 To be an integral part of Harlow District Council Property and Facilities team which provides a professional, consistent and quality service in respect of statutory Street Naming and Numbering (SN&N), Geographical Information Systems, Local Land and Property Gazetteer and National Land and Property Gazetteer systems. 1.2 To liaise with all internal and external parties affected by LLPG/SN&N duties including but not exclusive to; Council officers at any level, the public, elected representatives, and the staff of other public bodies and utilities. 1.3 To maintain an appropriate knowledge of the NLPG initiative, BS7666, DTF7.3 requirements and LLPG maintenance software. To act as first point of contact on all SN&N issues. 1.4 Responsible for administering the Council s contact with and production of appropriate address data transfer files to the National Land and Property. 1.5 Promote the use of the LLPG/SN&N module and its integration with other Council systems as the Council s core property management database. 1.6 Undertake desk based research and site visits to validate correct address information to ensure the integrity of data captured in the LLPG. Identify any health and safety requirements. 1.7 Continually review the BS7666:2006 standard and recommend the adoption of these or other local conventions as necessary. 1.8 Routinely input data into the Acolaid system and maintain LLPG. 1.9 To regularly attend Street Naming and Numbering user group meetings as other duties permit and provide update to GIS Manager. 1.10 Provision of address schedules for new developments. 1.11 Circulation of new and amended address information to utility companies, emergency services, internal departments and other interested parties. 1.12 To lead with the Council s statutory duty of Street Naming and Numbering, analysing and pro-actively changing procedures as necessary. 1.13 Provide a corporate address management service to the Council. 1.14 Comply with statutory SN&N functions and have understanding of relevant legislation governing the duty of provision. 1.15 Continually liaise with all emergency services, utility companies, external mapping organisations, VOA, land registry to maintain accuracy of address data. 1.16 Regularly review external contact listings to ensure relevant bodies, especially, police, fire, ambulance are kept informed of new or amended address data. 1.17 Ability to accurately and quickly interpret complex technical site diagrams. 1.18 Quickly resolve any road or building naming and numbering queries received from members of the public in accordance with the relevant Acts of Parliament and within the remit of the statutory duty of the council, constantly providing an exceptional level of public service. 1.19 Possess the analytical ability to research new road and building names that will reflect the history of Harlow, conform to public perspective and satisfy the statutory duty held by the Council. Page 2
2.0 Estate name boards. 2.1 Inspect and report on suitability of signage to ensure compliance with statutory requirements. 2.2 Carry out inspections of and give instruction on remedial works where necessary, with appropriate priority given to work types. 2.3 Specify, place orders, monitor and inspect works by contractors and statutory undertakers to ensure compliance with specification, safety, legislation and objectives of the Council. 2.4 Carry out budget monitoring throughout the financial year spend against available budget. 2.5 Monitor and identify the need for repairs/replacement estate name boards on a regular basis, both proactive and reactive repairs. 2.6 Provide associated advice and assistance to residents, businesses and other departments/services with the overall aim of improving local quality of life. 2.7 To maintain a record of action/duties undertaken and make the record available for inspection. 2.8 Carry out budget monitoring throughout the financial year spend against available budget, produce monthly budget figures. 2.9 To order materials and services when required, ensuring best value for the Council. 2.10 Liaise with resident/community groups to establish their environmental concerns and take appropriate action within budgetary constraints. 2.11 To advise members of the public concerning the availability of Council services and to take and pass on complaints on their behalf. 2.12 Efficiently and promptly manage requests utilizing the HCRM system. 2.13 Liaise with and build upon existing relationships with external suppliers and contractors. 2.14 Monitor contractor performance. 2.15 Understand the difference between adopted and unadopted streets and legislation governing maintenance of signage on these. 3.0 I.T. requirements. 3.1 Advanced user level knowledge for Acolaid including but not limited to, PR.Aid, BC.Aid, DC.Aid, SN.Aid and relevant relational understanding. 3.2 Undertake the duty of daily COU s from the Acolaid system to ensure MSA and NLPG compliance whilst maintaining accuracy of address data and upholding the statutory duty of the Council. 3.3 Identify COU errors from export logs and correct accordingly within Acolaid to maintain continual SN&N data transfer to the Hub. 3.4 Have an advanced level of IT skills. Particularly MS Access, MS Excel, MS Word, MS Powerpoint, GIS packages in particular Cartology and MapInfo. 3.5 Capability to interpret complex data sets, extrapolate meaningful results and present these both verbally and graphically. 3.6 Possess a working knowledge of SQL. 3.7 Capability to create and edit web pages on both the website and Infonet. 3.8 Ability to identify technical problems, recommend and implement improvements to current software package usage. Page 3
3.9 Communicate effectively with internal IT department and external suppliers to resolve problems as they arise. 3.10 Full working knowledge of the interactive NLPG web pages and Hub and process for address development and maintenance. 3.11 Interact with internal Council departments and advise on best practice use of the Acolaid system in accordance with DTF7.3, BS7666:2006 directives and the Council s statutory duty. 3.12 Working knowledge of Agresso/Marketplace system and ability to place purchase orders and monitor budget spend and availability. 3.13 Utilize the HCRM system to monitor and action any SN&N related issues as reported to the Council via the public or other external bodies. 3.14 Demonstrate an ability to quickly develop new skills as and when required as IT systems evolve and utilise the IT resource to deliver best practice and cost effective results. 3.15 These duties are not definitive and the post holder will be expected to concentrate the necessary resource on constantly developing the IT skill set in line with changes to the systems currently in use. 4.0 Customer liaison. 4.1 Maintain positive and constructive working relationships and communication channels with external organisations and also within the Council. 5.0 Consult and engage stakeholders and use feedback to drive service improvement. 5.1 Devise consultation methodologies in association with Corporate Communications Team, analyse feedback and use it to improve services. 5.2 Provide excellent Customer Care, deal with complaints and enquiries effectively and take action to address issues on a sustainable basis. 5.3 Devise and undertake promotional activities to engage the Community with Street Scene issues. 5.4 Investigate and provide speedy and courteous response to queries and complaints in accordance with the Councils standards. 6.0 Manage resources and budgets. 6.1 Seek continuous improvement, best practice and value for money. 6.2 Plan resources and budgets according to objectives and targets, and monitor. 6.3 Maintain and develop databases appropriately, and develop the Council s Website. 6.4 Monitor Kier Harlow budgets as necessary. These are likely to be, (though not exclusively), in relation to variations to the contract or project work. 6.5 Although the post will not manage staff directly at this point in time, some supervision responsibility may be necessary, e.g. for particular projects, up to approximately 5 people. 7.0 Maintain technical awareness. 7.1 Maintain understanding of legislative changes, guidelines and policies. Contribute to policy formulation. Network effectively. 7.2 Undertake appropriate networking and maintain awareness of technical information and reference material. 7.3 Represent the Council as appropriate at meetings and liaise with relevant authorities to ensure management practices are appropriate and in accordance with current best practice. Page 4
8.0 Equality of opportunity. 8.1 Devise and oversee the delivery of action plans to engage all communities within Harlow and ensure equitable service delivery. 8.2 Promote equality of opportunity within the workplace. 9.0 To assist in the data management, data maintenance and data production for the Corporate GI and LLPG. 9.1 To observe the data maintenance protocols to ensure the quality of data. 9.2 To assist in the management, maintenance and development of the authority mapping and other GI data. 9.3 To observe the corporate GI strategy. 9.4 To assist in the management, maintenance and development of GI metadata. 9.5 Liaison with appropriate service officers to ensure service data is maintained in accordance with agreed protocols as directed by the GI Manager. 9.6 Respond to requests for GI and ensure that data is accessible corporately using GIS, hard-copy map production and cartographic skills. 9.7 Undertaking GIS data digitising for corporate datasets ensuring their quality and accuracy as requested by the GI manager. 9.8 To assist in data digitising initiatives when requested by the GI Manager. 9.9 To assist with the input of data into the Acolaid system in order to maintain the LLPG. Deputise as required as the Council s LLPG Custodian. 9.10 Assist when required in the duty of daily COU s from the Acolaid system to ensure MSA and NLPG compliance whilst maintaining accuracy of address data and upholding the statutory duty of the Council. 9.11 Assist when required to identify COU errors from export logs and correct accordingly within Acolaid to maintain continual LLPG data transfer to the NLPG Hub. 9.12 Assist in the integration of GIS data and LLPG data as required into Harlow Council s IT systems thereby integrating business processes. 9.13 Advising Harlow Council officers, residents, elected members, partners, contractors, external organisations and persons with regard to the GIS and LLPG and all GI data issues. 9.14 Monitor planning and other consents and where appropriate ensure any changes are reflected in the LLPG and SN&N procedures. 9.15 To assist in the data management, data maintenance and data production for the Corporate GI and LLPG. Page 5
10.0 To assist in the provision of GIS data analysis, topographic surveys and interpretation of maps and GI. 10.1 Use of desktop GIS analytical tools for data analysis. 10.2 Report the results of the analysis as required for Harlow Council Officers, Harlow Council meetings and Committee meetings. 10.3 Production of maps as required for Harlow Council. 10.4 Production of topographic surveys using GPS and manual surveying techniques as required for Harlow Council. 11.0 To process applications to purchase additional land within residential estates. 11.1 Assessing applications to purchase land in accordance with Harlow Council s policy. 11.2 Advising Harlow Council officers, elected members and residents on land purchase issues and application procedures. 11.3 Liaise as appropriate with other Council officers in order to assess applications. 11.4 Dealing appropriately with appeals against refusals to sell land according to Harlow Council s appeals procedure. 12.0 Support the duties of the GI Manager and other duties. 12.1 Support the GI Manager in the provision of the corporate GI strategy and Land Information Service. 12.2 Any duties as required by the GI Manager. 12.3 This job description is not definitive or exhaustive but is provided to give the post holder an indication of the range of activities, duties and responsibilities concerned with the post, and may be subject to review and revision at any time at the discretion of the Council. 12.4 All employees should show a commitment to safeguarding children, young people and vulnerable adults. 13.0 Statement of Health and Safety. 13.1 Harlow Council is committed to the provision of high quality health and safety standards. In order to achieve this all staff employed by the Council have the following specific responsibilities, which are consistent with the requirements of the Health & Safety at Work etc. Act 1974. 13.2 To take reasonable care for the health and safety of yourself and of other persons who may be affected by what you do or fail to do. To co-operate with Harlow Council in order to enable statutory requirements to be implemented. Not to intentionally interfere with or misuse anything provided in the interests of health and safety. Page 6