NOTTINGHAMSHIRE POLICE JOB DESCRIPTION. Custody Clerical Administration Officer

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1 NOTTINGHAMSHIRE POLICE JOB DESCRIPTION Job title: Department/Location: Responsible to: Responsible for: Custody Clerical Administration Officer HQ (CJD) CCO Bridewell Custody Clerical Supervisor As a 24/7 rota shift custody support unit, process all initial case files to Court and provide associated PNC (Police National Computer) interrogation and updating including out of hours CJIB Bureau nightshift, weekend & Bank Holiday PNC support. Date: 1 August 2011 JOB PURPOSE Process all initial prosecution case files, including all inputting to NSPIS/Libra and PNC links, received from the 3 south custody suites to the first court hearing date and ensure that all information is accurate and in accordance with national guidelines and government initiatives, local service level agreements and data disclosure rules in order that all cases can be dealt with expeditiously at first and all subsequent court hearings. Provide a PNC Bureau Service for all PNC enquiries and updating functions, Forcewide and to take over from the CJIB (PNC) Bureau all PNC related enquiries and updating from 6pm to 7am weekdays and throughout the weekend & Bank Holiday periods, to ensure essential PNC cover is provided to support police officers at all times and that PNC is kept up to date, accurate and complies with all Bichard and data protection rules. PRINCIPAL ACCOUNTABILITIES 1. To participate in the Force PDR process and take responsibility for identifying your own professional and career development needs. 2. Be responsible for the high quality preparation of all Narey, Remand and Domestic Violence charged files received from the 3 south custody suites especially in terms of missing elements and incorrect information, and interrogate systems and applications such as NSPIS Custody, NSPIS Case Preparation, PNC and liaise with Police Officers, in order to resolve queries and ensure that the case is first hearing ready to meet court deadlines and prevent adjournments and unnecessary delays to all parties, including any impact on witness care. 3. With meticulous attention to detail quality assure information inputted by Custody Officers and Police Officers onto the NSPIS Custody system

2 that has interfaced to NSPIS Case Prep in relation to all Narey, Remand and Domestic Violence charged files received from the 3 south custody suites to ensure correct transference of case details onto the Police NSPIS/ Court LIBRA/Crown Prosecution Service CMS link in order to ensure case files can be dealt with expeditiously at first and subsequent court hearings. Liaise with OIC where necessary to ensure defendant is bailed to correct court venue/time. 4. Update NSPIS Case with all initial case log details to ensure file movement and other relevant entries are registered and up to date so that the information can be accessed by other CJ Units at further stages of progress of the case within the criminal justice system. 5. Prepare Advanced Information copy files in accordance with all evidence disclosure rules for Defence, Probation, Courts, CPS and Police Witness Care Unit in order to ensure that all parties have relevant documentation for the first and each subsequent hearing to ensure best use of court time and any witness care issues can be addressed by all agencies in order to achieve a successful outcome. This includes the PNC disclosure prints, drug testing results forms (DT2) and any medical forms. 6. Be responsible for supplying all hard copy charge sheets and daily court sheets to Nottingham City Magistrates Court in order to ensure that both Court and CPS are aware of all cases listed for initial court hearing, in line with local service level agreements and all agencies are case ready for first hearing. 7. Provide a PNC Bureau service to Police Officers and other authorised personnel requesting checks for operational purposes by telephone, face-to-face or and verify their right to information in accordance with Force Policy and the Data Protection Act in order to assist Police Officers in the execution of their duty and investigations and to ensure all PNC data is up to date to avoid wrongful arrest. 8. Update the PNC with Court bail information within 24 hours ensuring accuracy and timeliness of data entry at all times in keeping within policy and procedures and in line with ACPO Compliance Strategy and Bichard requirements in order to ensure up to date information is available nationally to assist enquiries, checks and avoid wrongful arrest. 9. Quality control fingerprint forms and interface logs and enter any Arrest Summons or police bail conditions from data provided from the Custody Suite at the point of charge or released from custody on bail to ensure PNC is updated in line with time guidelines and legislation. Also enter Arrest Summons, along with the disposal of the offence, which include reprimand, cautions, warnings, fixed penalty notices and no further actions for custody attendees for non-arrest matters to enable them to be dealt with promptly and efficiently, again capturing information for PNC purposes.

3 10. Circulate Missing Persons, Wanted crime, warrants and other wanted reports on the PHOENIX names application in accordance with information received ensuring there are valid grounds for circulation and correctly identified persons in keeping with Force Policy and to comply with all PNC requirements and legislation. Act as a focal point for the circulation of witness summons and conduct money. 11. Enter warning signals and warning information onto PNC ensuring data is entered accurately and promptly in order to protect police officers and custody staff and make them aware of the dangers when they are dealing with incidents in public and in the custody suite thus keeping everyone safe from harm. 12. Update and maintain the PNC names index by accurately inputting pre and post court individual descriptive data and non-court disposals, ensuring that such information complies with Data Quality Standards, timeliness and current legislation. 13. Provide cover for the CCO supervisor as and when required. 15. Act as first point of contact for defence solicitors for all enquiries, Forcewide, via and telephone and disclose information relating to bail, bail conditions, tapes and custody records in line with Policy and disclosure rules, copying same and promptly dispatching them to solicitors as required. 16. Ensure that all Master tapes and working copy tapes are made available to Police Officers where necessary, along with providing copies of tapes, where necessary, either to File Prep Unit or Professional standards. Also have the responsibility of ensuring that any police officers or police staff are aware of the correct procedures of opening Master Copy tapes and the implications if these are opened under the wrong circumstances. DIMENSIONS Financial: Staff: Sphere of activity: No financial responsibility. N/A The Custody Clerical Unit consists of 10 custody clerical officers, based at the city Bridewell, who work a 24/7, 3-shift rota with 2 people per shift.

4 They are responsible for initial case preparation for all Narey, Remands and Domestic Violence cases feeding into the Nottingham City Magistrates Court received from the Bridewell. They are also responsible for the provision of a PNC Bureau service, Forcewide, covering numerous PNC elements as outlined in the accountabilities above, between the hours of 6pm- 7am weekdays and throughout the weekend & Bank Holidays. This is an essential service to ensure all Warning Signals, Missing or Wanted reports are immediately updated onto PNC through the night or at weekends to prevent an Officer being injured or a defendant suicide in Custody. Other: The post holder will liaise, both verbally and in writing, with Police Officers, Custody Suites, Crown Prosecution Service, Magistrates Courts, defence solicitors and all other associated Criminal Justice Units and Agencies as necessary. ORGANISATIONAL CHART The post holder will be fully trained in various systems and applications, including PNC, NSPIS Custody and Case Preparation, Compact, Genie, Bridgit, Outlook and other associated computer applications in order to be able to interrogate and interpret various sources of information to comply with all the elements of the post. CJ Prosecutions Witness Care Unit File Prep Unit Summary Process Unit CRB PNC Custody Clerical Supervisor File Prep Supervisor Custody Clerical Admin Officer (10) File Preparer Warrants Admin Officer (2) File Prep Clerical Officer

5 ACCOUNTABILITY Prepared by: Head of CJ Prosecutions Signature: J Carlin Date: 1 August 2011

6 NOTTINGHAMSHIRE POLICE PERSON SPECIFICATION Job Title: Department/Location: Custody Clerical Administration Officer HQ (CJ) City Bridewell Date: 1 August 2011 CRITERIA METHOD OF ASSESSMENT KNOWLEDGE AND EXPERIENCE Previous experience in the operation of computerised word processing and database systems. Previous experience in administrative/clerical procedures. SKILLS AND ABILITIES Must be able to accurately and concisely record information, with attention to detail. Self-motivated and able to work on own initiative with minimum supervision. Must be able to prioritise workloads and make best use of time in order to meet deadlines. Must be able to communicate clearly, concisely and courteously on the telephone, face to face and in writing. Must be able to work as part of a team to achieve good working relationships, best practice and meet all targets and deadlines. Must be able to meet 24/7 rota shift requirements, demonstrate flexibility and be prepared to move shifts with due notice when required. Form/Test EDUCATION/QUALIFICATION Must be able to display a good and accurate level of practical skills in the use of Microsoft Office packages or equivalent, for example, word, excel, outlook an Test/ Form

7 OTHER databases. The post holder will need to be aware of the rules relating to data disclosure, the principles of the Data Protection Act and their responsibility in respect of the Official Secrets Act in dealing with highly sensitive and confidential information. Must be aware of and/or have the ability to develop an awareness of Equal Opportunities issues and to comply with Nottinghamshire Police Equal Opportunities Policy statement. ACCOUNTABILITY Prepared by: Head of CJ Prosecutions Signature J Carlin Date: 1 August 2011