Property and Record Archive Officer 

Leamington Spa, Warwickshire (various locations across Warwickshire Force areas) 

Permanent  

Part Time (22.2 hours) 

The closing date for this post is 12 noon on 15th May 2020

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

Interview dates to be confirmed

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 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

To undertake other duties commensurate with the nature, level of responsibility and grading of this post, as required including providing cover for colleagues, and training of new Police Officers and Property Officers.

Special Conditions

Uniform

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 recruitment process to successfully complete vetting and credit checks.