Property and Record Archive Officer

Leamington Spa
19719.00 - 21837.00 GBP Annual + GBP19719 - GBP21837/annum
13 Jun 2018
02 Jul 2018
Public Sector
Contract Type
Property and Record Archive Officer

Leamington Spa, Warwickshire

Fixed term for 18 months

Full Time

The closing date for this post is 12 noon on Monday 2nd July 2018

Those currently eligible on the redeployment register will be given prior consideration.

Interviews will be held on Tuesday 10th July 2018

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 ensure the efficient administration, safe custody and prompt disposal of all seized and found property, archive files and records in accordance with Warwickshire Police and West Mercia Policy and Procedures, Financial Regulations, Accounting Instructions and MOPI guidelines.

Main Responsibilities:
To collect, transport and receive items of seized and found property or files ensuring that they are packaged, recorded and stored correctly (e.g. Cash and valuables in the safe, firearms (made safe) and ammunition in gun cabinets). Ensuring that hazardous items are stored and disposed of appropriately and in accordance with Health and Safety guidance and liaison with necessary departments/function as appropriate (eg Economic Crime Unit).

To maintain and regularly review all records of seized and found property and archive records (via the ARMs database) within the central store and the temporary stores 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 prepare and arrange items for transportation to other force locations using the PPL Help Desk booking system, updating the Property Management System and completing relevant paperwork.

To ensure the prompt and appropriate return, or disposal, of property items and records to owners/finders/outside agencies/other forces, ensuring 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. Signpost owners where items are damaged, to Force Policy and Procedure. Ensure disposal methods adhere to Legislation, Force Policy and Procedure, MOPI standards and Firearms Licensing legislation.

To use machinery safely, following training, to shred, cut and grind items for destruction in an environmentally friendly manner and to arrange the disposal of non-recyclable destruction residue.

To preserve the integrity of property, records and stores in line with legislative requirements ensuring appropriate controls are in place for the handling of cash, valuables, drugs and weapons.

To provide advice and guidance to Police Officers and Police Staff on issues relating to Seized and Found Property and archive records, including all aspects of handling and packaging property and providing appropriate training as deemed necessary, including drug seizures and correct protocol.

To continually monitor the contents of the safe and arrange for additional insurance cover where required. Identifying cash which needs to be banked, the preparation of relevant paperwork, the transportation to business support and corroboration in the counting of cash. Where cash is retained for more than 7 days, ensure that appropriate authority is obtained.

To operate, in line with the appropriate strategy, policy, practice and procedures more specifically the Seized and Found property procedures and attend court as a Property Officer witness and supply statements, when required.

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 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, ie ensuring exhibits and files available for court cases.

5 A - C grade GCSEs (including English Language and Maths), or equivalent.

Previous administrative experience in a busy office environment, including the ability to maintain accurate records.

Proven ability to build effective working relationships and operate as part of a wider team.

Excellent and effective interpersonal skills.

Ability to operate calmly and professionally under pressure.

To operate with sensitivity and tact.

Ability to work on own initiative.

Ability to drive.

Competent in the use of IT packages including Microsoft packages or equivalent.

Proven ability to co-ordinate a wide range of tasks and be able to manage large volumes of work.

Special Conditions:
Fire Warden.
Frequent Physical Effort required.
Exposure to disturbing/unpleasant images or tasks.
Wearing of Personal Protective Equipment.
Requirement to Drive Force Transportation Vehicles.

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