SYP - Indexer - April 2021

Role: Indexer

Department: Legal Services

Location: Carbrook - Force HQ (Home working)

Salary: £22,599 - £25,278

Hours: 37 hours per week

Contract: Fixed Term (approximately 14 months)

Role Purpose:

Maintain an auditable document flow in order to accurately Index and report the successful input of information as directed by the Major Incident Room (MIR) Office Manager / Indexing Team Leader.

Key Responsibilities:

• Apply the guidelines in the Major Incident Room Standardised Administration Procedures (MIRSAP): interrogate the IT systems (primarily HOLMES), link relevant facts to aid the investigation, identify anomalies and errors, and update appropriate databases (see MIRSAP Indexer duties). For example conduct ‘Trace and Eliminate’ data-matching exercises.
• Maintain an auditable document flow and designated indices as instructed by the MIR Office Manager in order to accurately index, and report the successful indexing, of information as required. (Assist with MIRSAP Registrar duties).
• Raise actions indicated in the documents, fully research, prioritise and index the action, ensuring it is in clear and precise terms to enable the outside enquiry teams to carry out their tasks. (Assist MIRSAP Action Manager duties).
• Recommend minor procedural changes to enhance the efficacy of the HOLMES system.
• Identify and exploit interdependencies between HOLMES and allied databases, e.g. CLIO.
• Take the initiative and action consistent with MIRSAP, the Data Protection Acts and Regulation of Investigatory Powers Acts to resolve document flow or index issues,
• Provide complex technical / specialist advice and guidance regarding the HOLMES and allied databases, sometimes this guidance will be to non-technical recipients e.g. police officers.
• Communicate with national or Government bodies to obtain or give technical information e.g. CPS, Home Office.
• Support the Court process as necessary to detail, validate and account for the operation of the HOLMES system and/or document flow.
• Guide and allocate work to ancillary staff deputed to assist others in the maintenance of the IT databases. (Indirect supervision)
• Receive and accurately record telephone calls to ensure relevant information is processed as appropriate e.g. Identify and progress the urgent.
• Attend briefings and meetings internally and externally making notes as directed by the management team and SIO.
• Support the SIOs in reviews of ongoing enquiries, archived enquiries, and act as indexer where required.
• Assist the officer in the case to produce schedules and court prints for the prosecution.
• Set up and maintain satellite ‘paper-based’ MIRs at District locations within SYP as the person responsible for the expert conduct and auditability of these databases.
• Work within a Casualty Bureau in the event of mass disaster as a call handler to input details of missing persons, casualties, survivors, evacuees and deceased persons.
• Undertake any task appropriate to the grade of the post as directed by the MIR Indexing Team Leader, eg assist trainee Indexers, provide guidance, support and development and ensure confidentiality is maintained.
• Undertake administrative tasks such as CLIO Log Keeper, the filing and retrieval of documentation, and/or act as proof-reader in conjunction with the typist. Scan documents into the HOLMES system.

Skills and experience:

Essential Criteria:

• HOLMES Trained
• Previous experience working within a MIR
• Experience of working to a high level of accuracy
• Must be able to analyse and interpret information and take appropriate action

For further information relating to the role and tasks of this position, please refer to the attached role profile.

Contact point for applicants:

For further information about the role, please contact in the first instance Alan Pritchard via below email, please include a contact call back number.

Benefits:

We offer generous entitlements and supportive polices to enable a better work-life balance, some of which are listed below:

• Generous annual leave allowance
• Flexible and agile working
• Generous ‘family’ leave
• Voluntary CPD Events for all staff to allow continuous development
• Mentoring & Coaching Scheme
• Paid Professional Subscriptions when relevant to role
• Access to a range of occupational health facilities
• Generous pension scheme
• Employee assistance service (accessible 24/7)
• Additional benefits for Westfield Health members
• Cycle to work scheme
• Sports and Social Club

Eligibility:

Applicants must meet the minimum requirement checkable history criteria, which must be considered for individuals applying to work with South Yorkshire Police in any capacity. A minimum checkable history of 3 years has been identified for this role and successfully undergoing recruitment vetting procedure is a pre-requisite of employment with South Yorkshire Police.

Appearance and Standards:

All tattoos and piercings must be in line with South Yorkshire Police’s Appearance and Standards policy. Tattoos visible on your face, neck, hands or head are not permitted. Any tattoos which could be deemed inappropriate or cause offence will also not be accepted. If you have tattoos, you will need to make a declaration at the time of application.

Further Information:

Did you know? You can copy and paste the link currently in your browser and access this vacancy at home.

Diversity & Inclusion:

South Yorkshire Police welcome applications from under-represented communities. For further information on diversity and inclusion within South Yorkshire Police, please visit the diversity and inclusion page: https://www.southyorkshire.police.uk/sign-up/for-a-job-with-syp/diversity-in-the-force/

Closing Date:  Friday, 7 May 2021 at 23.55

Closing dates are not normally extended, other than in exceptional circumstances and agreement is made with the Talent Acquisition Manager, Recruitment and the Line Manager for the role.

Apply for the role:

To apply for this exciting opportunity, please submit your CV, with a covering letter, outlining your suitability for the role in no more than 500 words to the hiring line manager: Alan.Pritchard@southyorks.pnn.police.uk before the closing date.  Please ensure you include the name of the role and the closing date in the subject field of your email.

Internal Secondments:

To apply for this post as a secondment, you must have the support of your current Line Manager. This should be sent via email to the Hiring Line Manager.  Please ensure that the role title and the closing date are stated in the subject of your email.

Without support, your application may not be considered any further.