Investigations Support Unit Team Member

To act as a member of the Operations Directorate, providing a full administrative support service to Operations Managers, Operations Team Leaders and Investigators in their dedicated office whilst also providing administrative support nationally as and when required.

The post will be responsible for carrying out the document management function of updating and maintaining the case management system in independent investigations. The postholder will maintain local and national spreadsheets as directed. They will also draft correspondence, monitor witness appeal mailboxes and maintain performance management records. Acting as first point of contact to callers for Investigations when appropriate, they will liaise with outside agencies and aggrieved parties whether by telephone, e-mail or post and ensure they are dealt with promptly, efficiently and courteously.

This vacancy is using Success Profiles, to find out more, please click here.

During the application stage we'll assess you against your administrative experience and the following behaviours at Administrative Officer ((AO) level:

• Delivering at Pace
• Working Together

If you are shortlisted for interview, we'll provide more information around what will be assessed.

• As an ISU Team member perform the following role with regard to Independent and Managed investigations.
• To ensure that the Operations directorate receive support in relation to the management of all investigations by means of maintaining tasks on Perito.
• In conjunction with the Lead Investigator ensure that all ISU functions, in respect of Independent and Managed cases, are completed within the statutory time frames on Perito in accordance with the IOPC’s legislative requirements, whilst maintaining ongoing liaison with the Lead Investigator in relation to each allocated case throughout its duration.
• The ensure Independent Investigations case files are kept up to date in accordance with guidelines.
• Acting as a team member whilst also using initiative in order to build files for Court, Inquests and Disciplinary Hearings, forwarding CPS/Court requests for information, dealing with case queries, disclosing evidence as and when directed by the Lead Investigator to interested parties.
• Preparing evidential documentation relating to court files for submission to the Crown Prosecution Service within the specified guidelines, in accordance with required standards, and on the direction of the Lead Investigator.
• In all cases, as deemed appropriate, maintain and update the Document Management Record (DMR) on Perito and securely store such documentation in compliance with IOPC policies.
• Responsible for archiving investigation material in liaison with the Lead Investigator in closed cases. Ensuring material and exhibits submitted are catalogued prior to submission to off-site Archive.
• Maintaining databases to service organisational performance management.
• Attend initial meetings as required at the commencement of new investigations, also attend briefings on more complex cases being run on the HOLMES system
• In relation to Independent investigations copy type statements, proofread and register other documentation as and when required.
• Assist the Operation Directorate with raising purchase orders, using the online requisition system on Business World (in accordance with IOPC procurement processes) and liaising with the Budget Holder when reconciling invoices.
• Maintain fleet vehicle support duties, including the organisation of internal fleet vehicles via the booking system. Ensure vehicles are available for MOT appointments and services, whilst ensuring business needs are met.
• Assist with the arrangement of meetings and other events (both internally and externally), including the booking of video conference facilities and other equipment required. Send out invitations at the request of investigators.
• Book travel arrangements for Operational staff.
• Manage the equipment booking system in respect of the portable audio equipment used for interviews and PPE on call kits.
• Responsibility for ordering stationery for the Operations Directorate on a pro rata basis within the agreed budget.
• Take responsibility and maintain an auditable register for all CDs, DVDs and bluebooks in respect of investigations.

The post holder will also perform the following customer service and relationship management duties:

• Issue witness warnings as and when directed and monitor (on a rotational basis) the National Witness Appeal lines.
• Send out update letters on the direction of the Lead Investigator to external parties.
• Dealing with enquiries from, and providing assistance to, members of the public, police officers, and any other external agencies when the investigator in the case is not available by taking and passing on the information.
• Assist and liaise with staff members to maintain good communication and relationships, with colleagues in other regional offices and interested parties.
• Act as a point of contact for support to investigation staff e.g. media transfer or sending material to external parties. Acting as a point of contact in advising external parties in relation to material sent and received.

These key duties and responsibilities are intended only as a guide to the main responsibilities of the post and are not intended to restrict the scope of the post holder to perform other duties. Additional responsibilities for the post holder may be agreed on an individual basis and recorded as part of the annual performance review role requirement.

Experience

The essential requirements are:

• Good level of education
• Ability to work under pressure and prioritise tasks, working to strict and conflicting deadlines
• Demonstrates high level of attention to detail and an ability to work accurately
• Proven experience of working effectively in a team environment
• Experience with dealing with internal parties to complete tasks successfully
• Proficiency in the use of IT, including Microsoft (specifically Word and Excel)

The role requires clearance to BPSS

National security vetting: clearance levels - GOV.UK (www.gov.uk)

Reasonable Adjustments

The IOPC is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. We are open to providing you with the tools you need to succeed. Whilst this list is not exhaustive, please see potential reasonable adjustments below that we can provide:

• Extra time for presentations or interview questions
• Formatting changes such as colours for text or background on written assignments
• Questions presented in writing during interviews

If you require any reasonable adjustments to our recruitment process, please email [email protected]

Skills and Abilities

• Sound administrative skills, able to organise and prioritise when under pressure and meet or negotiate deadlines.
• Skills appropriate to the role, with the capacity to absorb/organise new information to ensure well briefed on new topics.
• Strong interpersonal communication skills (written and oral).
• Prioritising to ensure key objectives of the role are consistently achieved.
• Comfortable taking decisions within a clear framework of delegation

Be yourself:

The IOPC is committed to promoting equality and valuing diversity in everything we do. Our vision is to be, and to be seen as, a leader in inclusive employment and services, demonstrating this ethos in everything that we do.

• As a silver standard Stonewall employer, we continue to commit to being an LGBTQ+ employer through the work of our Pride LGBTQ+ Staff Network, creating welcoming environments for lesbian, gay, bi, trans and queer people.
• We are pleased to share that we are a signatory of the Business in the Community Race at Work Charter. The Charter is composed of five calls to action for leaders and organisations across all sectors.
• Being a Disability Confident employer, the IOPC is dedicating to removing the barriers for disabled people to thrive in the workplace.
• Our Staff Networks are constantly working to make the IOPC the leaders of inclusive employment, from our Allyship Programme to Welsh Language Standards and our Know the Line Policy, we are constantly seeking new ways to create an environment for all to develop and thrive.

What we Offer:

• 27.5 days paid annual leave (increasing with service to 32.5 days)
• Options to carry over, buy or sell annual leave
• Voluntary Health Cash Plan provided by BHSF
• Civil Service pension
• Civil Service maternity leave package
• PAM employee assistance programme
• Access to Civil Service Sports Council (CSSC) membership
• Cycle to work scheme
• Opportunity to enjoy the latest home and electronics in a more affordable way provided by Vivup
• Car Leasing Scheme
• Staff Networks focussed on each of the protected characteristics - run for staff, by staff: Enable Network, Age Network, Welsh Network, Pride and LGBTQ+ Network, Sex and Family Network, Race, Religion and Belief Network
• Learning and development tailored to your role.
• An environment with flexible working options
• A culture encouraging inclusion and diversity

Additional Information:

Any move to the Independent Office for Police Conduct from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may, however, be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

Although we are currently unable to guarantee a longer or more permanent contract, if the role can be extended or made permanent, the successful post holder may be offered the role first without further interview.

Emotional Consideration:

In performing this role, you may have regular exposure to distressing material which will likely be impactful, traumatic and challenging. Given the nature of the work, it is also possible that you will have contact with individuals who are experiencing extreme distress. The IOPC recognises this and offers all staff a range of wellbeing provisions, including TRiM (Trauma Risk Management), peer-to-peer support, a dedicated Wellbeing Advisor, and access to free confidential counselling. All staff are strongly encouraged to proactively access and engage with the support available. If you would like to speak about this element of the role with somebody already doing similar work at the IOPC please contact [email protected] and this can be arranged.

Rydym yn croesawu ymgeiswyr i ymgeisio am rolau trwy gyfrwng y Gymraeg fel eu dewis iaith.