SYP - HOLMES Indexer - Feb 23

Carbrook - Force HQ, Sheffield
£24,552 - £26,958
Temporary

Role:                    HOLMES Indexer

Department:     Legal Services

Location:            Force HQ, Carbrook, Sheffield (Hybrid)

Salary:                 £24,552 - £26,958 (Band C)

Hours:                   37 Hours per week

Contract Type:   Temporary (2 years, 6 months)

Role Purpose:

The successful applicant will 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 toresolve 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:

  • 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.

Benefits:

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

  • Generous annual leave allowance
  • Flexible and hybrid 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 taken into account for individuals applying to work with South Yorkshire Police in any capacity.  A minimum checkable history of 5 years is required for this role and successfully undergoing recruitment vetting procedure is a pre-requisite of employment with South Yorkshire Police.

Appearance & Standards:

SYP is committed to striking a proportionate balance between self-expression and the need to maintain role sensitive professional standards in dress and appearance. Officers, staff and volunteers of South Yorkshire Police are permitted to have tattoos visible whilst on duty provided the tattoo is not considered to be unacceptable or otherwise inappropriate. Tattoos will be reviewed as part of the recruitment and selection process.  

South Yorkshire Police’s Key Values:

Please find attached information sheet on South Yorkshire Police’s Key Values. The force has a particular focus on three areas, Fairness, Integrity and Trust. Under each of these three headings there are key behaviours we expect all employees to adhere to.

Smarter ways of Working:

South Yorkshire Police is committed to developing working practices which assist staff to balance their personal and professional lives, whilst meeting the needs of the organisation. This in turn enables SYP to provide an outstanding service to the community.

There are 3 different categories as part of this which are: Fixed, Field and Hybrid.

This role has been evaluated as a Hybrid role.

Hybrid: Applicable when the work can be undertaken at any location, whether that be a SYP building or from home.

Closing Date:

Thursday, 16 February 2023 at 23:55

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

Contact point for applicants:

For further information about the role, please contact the hiring manager Alan Pritchard via email alan.pritchard@southyorks.pnn.police.uk

Please do not contact this email for an application form.

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 welcomes 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/join-team-syp/diversity-in-the-force/

If you are from an underrepresented group and want to find out more about the support we can offer, please contact our dedicated team on positiveaction@southyorks.pnn.police.uk

In addition, we will look to support anyone who requires Part Time/Job share working hours.

Note to candidates:

Please note that, should you be successful at the interview stage, the relevant internal or external pre-employment checks are required.  These include vetting clearance or review, prior to being appointed to the new role and start date being agreed.

Apply for the role:

To apply for the role, please click the ‘Apply’ button.

Internal Candidates:

This vacancy is temporary therefore, you must have the support of your current Line Manager to apply. If you are a permanent member of staff, this would be classed as a secondment opportunity. If you are on a fixed term contract, you must contact the Talent Acquisition Team before applying.  Please ensure that you and your current line manager complete the attached consent form.  Please email the completed form to the hiring line manager, Alan Pritchard, with the role title and the closing date stated in the subject of your email.

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

This opportunity is closed to applications.