Staff - Central Ticket Office (CTO) Administrator

NORTHAMPTONSHIRE POLICE

JOB DESCRIPTION

JOB TITLE:                                          Central Ticket Office Administrator         

SCALE:                                                Scale 4

SUPERVISION AND CONTROL:         Central Ticket Office Supervisor

PLACE OF WORK:                               Criminal Justice

PURPOSE OF THE JOB:

Be the first point of contact for all categories of Fixed Penalty Notices, from initial receipt of documentation to final conclusion of police action. Assisting the public with queries and complaints. 

Prepare prosecution files including decision making around; laying of information, issue of summons and adminstration of Crown Prosecution Service Upgrades, ensuring that cases in the Criminal Justice System may be progressed effectively.

To update all relevant parties as to the progress of the case; and inform offenders on the outcome.

MAIN RESPONSIBILITIES:

1. Generate and maintain computerised records of all Fixed Penalty Notices/ /HORT (check/offence)/VDRS tickets, undertaking and managing enquiries, updating both internal and external computer systems as required. 
2. Provide a high level of customer service via all communication channels, both internally and externally, to be accountable for all enquiries ensuring they are dealt with in a timely and professional manner, including complaints and those of a sensitive nature.
3. Manage summary file preparation, including the creation of Safer Roads files with a high level of accuracy, examining the evidence, booking Court dates, and compiling Summons/Postal Requisitions.  Ensure advanced information packs are produced accurately and provided to the Defendant where necessary.
4. Interrogate Police National Computer system and authorised Intelligence Systems for offence investigation and evaluation, escalating to the Officer in Case if necessary.
5. To secure the dispatch of specified files to the Magistrates’ Clerks Office and that all non-specified files are transmitted to the Crown Prosecution Service.
6. Gather and review information for the preparation of Court files, interrogate various systems to ensure accurate data transmission. Access the file compilation and determine any further actions required to ensure a Court ready file is produced.
7. Providing responsible decision making around diversions. Analysing, processing, and arranging offers, working in partnership with course providers from external agencies, undertaking and evaluating all necessary checks.
8. Process incoming Crown Prosecution Service upgrade requests, using own judgement to complete necessary enquiries or task full upgrades to the relevant Case Builder.
9. Liaise with Courts and professional bodies to process Statutory Declarations, Appeals, Re-opens, Adjournments and Discontinuances ensuring compliance with Legislation and Guidance.
10. Gather and analyse information to evaluate all cases using decision making skills for resulting and process all outstanding correspondence, informing necessary parties of the outcomes.
11. Provide support and training within Northamptonshire Police around the production and compilation of RTC investigation and files.

NOTE:

The job description reflects the major tasks to be carried out by the post holder and identifies a level of responsibility at which the post holder will be required to work.  In the interests of effective working and major tasks may be reviewed from time to time to reflect changing needs and circumstances.  Such reviews and other consequential changes will be carried out in consultation with the post holder.  The post holder will be also required to carry out such other duties as may be determined from time to time to be within the general scope of the post.

CONDITIONS OF SERVICE:

The appointment will be subject to the conditions of service of the Police Staff Council.

The annual leave entitlement is 25 days (pro rata) with a further 5 days after 3 years continuous service.

CTO PERSON SPECIFICATION

Central Ticket Office Administrator

ESSENTIAL CRITERIA:

1. Effective verbal and written communication skills demonstrating an ability to confidently relate to a broad spectrum of people. Able to adapt own style and apply varied communication methods, particularly when communicating sensitive information.

1. Proven clerical experience gained within a busy office environment with knowledge of windows-based computer applications.

1. Experience of working to deadlines and delivering results through effective planning and organising of work and resources. Demonstrating by the ability to prioritise own time and workload methodically and accurately, with minimum supervision.

1. Ability to make sound decisions within the parameters of procedures and guidance.

1. Experience of diverse team working, demonstrated by an understanding how own objectives fit into team objectives and builds effective working relationships with members of own and other teams.

1. Neat and methodical with good organisational skills with the ability to pay attention to detail with high degree of accuracy.

1. Demonstrate the ability to respond to change in the working environment by showing a willingness to adapt and be flexible in changing circumstances.

1. Candidates must demonstrate a high level of awareness of equality, diversity and inclusion appropriate to this role.

DESIRABLE CRITERIA:

1. Knowledge of Police IT Systems
2. Knowledge of Police and Court procedures

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