Senior Property and Record Archive Officer
Senior Property and Record Archive Officer
South Worcestershire and Herefordshire
The closing date for this post is 12 noon on Tuesday 26th March 2019
Those currently eligible on the redeployment register will be given prior consideration.
Interviews will be held on Tuesday 16th April 2019 and Wednesday 17th April 2019 based at Worcester Police Station
A strategic alliance has been formed between Warwickshire Police and West Mercia Police in order to enable both forces to meet the challenge of reducing policing budgets. By working more closely together the forces will benefit from greater operational and organisational resilience, making us the fourth largest geographic police area in England and Wales.
The main purpose of the role is to supervise the efficient administration, safe custody and prompt disposal of all seized and found property, archive files and records in accordance with Warwickshire and West Mercia Policy and Procedures, Financial Regulations, Accounting Instructions and MOPI guidelines.
To supervise and co-ordinate work in the Record Archive Store and central property store through the KIM system (or equivalent record system), ensuring that internal and external record storage service standards are adhered to, promoting compliance with the Management of Police Information (MOPI) and driving service standards across the Organisation to ensure records and exhibits are retained in a retrievable state.
To monitor the temporary property stores across Warwickshire Police and West Mercia Police to ensure they are working to maximum efficiency and the central store is operating efficiently with the introduction of a bar coding system, promoting paperless systems and ensuring property is disposed of in a timely way to free up space.
To ensure the prompt disposal of property items and records; either to owners, by destruction in an environmentally friendly manner or through auction. To ensure the list of items disposed of by auction is reconciled against cash received and all appropriate measures have been taken to return property to the owner. Disposal methods must adhere to Force Policy and Procedure and MOPI standards.
To provide advice and guidance to Police Officers and Police Staff on issues relating to Seized and Found Property and archive records and ensure appropriate training for staff as deemed necessary.
To preserve the integrity of property and records in line with legislative requirements through appropriate audit and control. In particular ensure effective controls are in place for the handling of cash, valuables, drugs and weapons through a monthly audit regime and ensure findings are reported to the Property and Record Archive Manager.
To continually monitor the safe contents, arranging for additional insurance cover where required. Where cash is retained for more than 7 days, ensure that appropriate authority is obtained.
To ensure appropriate implementation of strategy, policy, practice and procedure for the development of the Business Support function, but more specifically the Seized and Found property function, ensuring best use of resources to enable delivery of acceptable levels of service to protect the public of Warwickshire and West Mercia from harm.
To ensure the efficient and effective use of the Force Property Management System, maintaining the integrity of exhibits, promoting compliance in accordance with financial regulations and accounting instructions relating to seized and found property.
To promote and maintain an environment of continuous improvement and innovation in developing streamlined processes and developing emerging best practice within and outside of the Police service, to ensure the function remains lean and focused on priority issues.
To ensure that all data and information related to the Seized and Found Property and Record Archive function is maintained and managed in accordance with good practice in respect of its Confidentiality, Availability and Integrity and that appropriate contingency arrangements are in place regarding the function’s service delivery.
To collate and analyse information relating to the Seized and Found Property and Record Archive function in support of governance arrangements and corporate and tactical decision making to meet the needs of internal and external stakeholders and other interested parties.
Undertake other duties commensurate with the nature, level of responsibility and grading of this post, including cover for colleagues, as required.
Educated to GCSE level or equivalent including A - C in Maths and English.
A formal supervisory qualification to NVQ level 3 or significant supervisory experience.
A working knowledge of health and safety procedures.
A working knowledge of legislation relating to records management and the seizure, retention and disposal of evidential property.
Previous administrative experience in a busy office environment.
Experience of supervising a team of staff in a similar environment.
Proven ability to build effective working relationships and operate as part of a wider team.
Competent in the use of IT, including Microsoft packages or equivalent.
Excellent and effective interpersonal skills.
Ability to operate calmly and professionally under pressure.
To operate with sensitivity and tact and to resolve conflict wisely.
A proactive ‘can do’ approach in managing situations and people effectively.
Ability to work on own initiative.
Proven ability to co-ordinate a wide range of tasks and be able to manage large volumes of work.
Regular travel throughout Warwickshire and West Mercia Policing areas.
Frequent Physical Effort required.
Exposure to disturbing/unpleasant images or tasks.
We want our organisation to be as diverse as the community it serves. We welcome applicants from all sections of the community.
You will be required as part of Warwickshire Police and West Mercia Police recruitment process to successfully complete vetting and credit checks.
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