Project Support Assistant
The Estates rationalisation project is designed to maximise the use of WMP’s property and to reduce the overall number of premises that are owned or rented. One essential strand of the project is to minimise the amount of force space taken up by unnecessary storage and to rearrange what remains into better documented and controlled solution.
This storage includes (but is not limited to) – Crime files, PPU files, detained property (DP), pocket notebooks, operations, non-crime files and tapes. It is important that this storage in controlled in a manner that enables the Estates project but that also complies with national legislation and guidance.
A project team is being created made up of three year fixed term personnel. This team will be managed locally by the Records Management team but will have close contact with colleagues in the Shared Service Centre. The team’s objective is to deliver the necessary work for the Estates project to succeed and will take overall direction from that board.
The project will deliver: –
- A reduced storage footprint across the force;
- An efficient fully documented storage capability, whether at one or more sites, that includes all force records and detained property; and
- A repeatable long term BAU process that is suitable for the force and the shared service centre.
These are 3 year roles that form part of the Next Generation Enabling Services transformation programme until August 2019, they will be aligned to Information Management but will work in a partnership with Shared Services & Corporate Asset Management and act as the delivery resource for the Rationalisation & Centralisation of Detained Property, Crime Filing & Tape Libraries project. The resources will be split across a hub model, project teams will predominately work across their designated hub, however there will be times where we need staff to support other hubs.
There will be two main work streams:
This will be the compliance, process, legislation side. It will produce procedures and internal guidance on items such as:
- What constitutes a crime file (e.g. an electronic Oasis log but paper statements etc.);
- Where can we legally push boundaries (e.g. can we scan statements and destroy originals);
- Replacing policy that is unhelpful such as the current DP policy on requiring SIO approval; and
- What procedures can be fortified to reduce future demand (e.g. introduce a robust approval process that must be completed before DP is allowed into stores.)
This is the team that will be the hands-on practitioners. They will receive strategic direction from the project board but will operate within IM. The team will deliver (in this instance the term record refers to all files, PNB and tapes):
- Bringing records to an agreed location where they can be weeded at the highest level;
- Destroying records in accordance with the various legislation described above;
- Recording what is kept in a fashion that permits efficient retrieval in future. Including a note of the next MoPI review date;
- Identifying and destroying DP that is no longer required. Replacing physical items with images where possible. Recording what is destroyed
Key responsibilities of the Project Support Assistant role:
- Delivery Excellence - the provision of high quality, effective & efficient services.
- To assist in the provision of first class service delivery.
- To be knowledgeable across all areas within the remit of the role and the service delivery area (policies, processes, systems, service level agreements and performance targets). Be inquisitive and quickly fill gaps in knowledge.
- Work as part of a collaborative goal orientated team focused on achieving outcomes for customers – both in the relevant service delivery area and as one wider Enabling Services team.
- Respond efficiently and effectively to customer requests for information or service via face to face, email, telephone or by letter. Ensuring that all transactions and services are delivered right first time, on time and in the simplest way in line with Force policy, agreed processes, service level agreements and performance targets.
- Ensuring the customer experience is at the centre of the services delivered.
- Actively promote the use of self service and new ways of working to customers.
- Make recommendations for how the service in terms of quality, cost and customer experience could be improved.
- Actively participate in meetings and make a valued contribution.
There are three positions available:-
2 x Fixed Term Contract (2 years)
1 x Secondment for 6 months
For further information or if you have any queries please contact Jez Edwards 841 6228 or Saima Khan 841 6220 (Information Management).
Knowledge & Experience
- Good knowledge of what excellent service delivery looks and feels like.
- Experience of following set processes, procedures and policies, specifically DP, and MoPI.
- Experience of working to tight deadlines.
- Experience of working in a team environment.
- Good knowledge of what ingredients are needed for effective teamwork.
- Experience of working with Detained Property, Tape Libraries and Crime Files (desirable).
- Clear communicator with good communications skills both verbal and written. Able to develop good working relationships with people.
- Goal orientated, achieves outcomes for customers – is customer and outcome focused.
- Energetic, passionate and enthusiastic.
- Inquisitive, flexible and adaptable. Able to learn new processes and systems quickly and effectively.
- Can do attitude, self-starter and hardworking.
- Able to think on feet.
- Possess a high degree of accuracy and attention to detail.
- Organised and able to priorities.
- Able to work effectively as part of a team and deliver results in a highly pressured environment.
- IT literate, including the effective use of MS Office.
CANTERBURY ROAD (C )
CANTERBURY ROAD POLICE STATION CANTERBURY ROAD, PERRY BARR
BIRMINGHAM B20 3AA
: West Midlands Police and Crime Commissioner
Minimum Salary:£16,314 Maximum Salary:£19,125 Allowances:N/A