Staff - Major Crime HOLMES Indexer

NORTHAMPTONSHIRE POLICE

JOB DESCRIPTION

JOB TITLE:                                       HOLMES Indexer

SCALE:                                              4

SUPERVISION AND CONTROL:       HOLMES Supervisor                                                 

PLACE OF WORK:                             Major Crime – Campbell Sq (or other satellite locations within the county and across the region)

HOURS OF WORK:                           30 (Thirty) hrs per week

PURPOSE OF THE ROLE:

The hub of a Major Enquiry is the Incident Room where all forms of information is gathered from manual sources.  The information is channelled using a set of administrative procedures into the Home Office Large Major Enquiry System (HOLMES) Computer, whereby the Senior Investigating Officer (SIO) can direct and control the course of the enquiry.

HOLMES Indexers form part of a large team of staff who administrate and manage the flow of documentation through the Major Incident Room, and assist in relation to Exhibits, Disclosure and Project/Analysis work within the Major Investigations Team (MIT).

In the event of a Casualty Bureau needing to be set up, HOLMES Indexers may be called upon to perform call-taking duties, taking calls from members of the public reporting persons missing.

MAIN RESPONSIBILITIES:

1. To register all documents entering the Incident Room to the correct subject.
2. To index all information contained in documentation, as indicated by the HOLMES Managers, applying national rules according to Major Incident Room Standardised Administrative Procedures.
3. To raise actions as indicated in any document or statement, fully researching and indexing the action, ensuring it is in clear and precise terms to enable the Enquiry Officer to carry out the task required of him/her.
4. To maintain designated indices in the manner instructed by the HOLMES Supervisor.
5. To undertake any administrative tasks necessary to ensure the speedy and correct path of all documentation through the Incident Room.
6. To undertake any administrative tasks in support of persons fulfilling other HOLMES roles, in particular the Exhibits and Disclosure Officers.
7. To receive telephone messages from Police and members of the public, ensuring all relevant information is recorded and processed through the Incident Room, in the appropriate manner.
8. To attend all briefings as directed by the SIO.
9. In the event of a Casualty Bureau or Major Incident Room being set up nationwide, provide call-taking duties, taking calls from members of the public.
10. To provide clerical, administrative and project/analysis support to departmental personnel, when an Incident Room is not in operation.
11. To maintain, and when necessary, research departmental records and databases in relation to historical and archived incidents.
12. To undertake any other task as directed by the EMSOU-MC HOLMES Manager / Supervisor, to facilitate the effective and efficient running of the department.

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 any major tasks may be reviewed from time to time to reflect the changing needs and circumstances.  Such reviews and other consequential changes will be carried out in consultation with the post holder.  The post holder will also be required to carry out such other duties, as may be within the general scope of the post.

The role does at times require the postholder to deal with documentation of a sensitive and potentially upsetting nature.

CONDITIONS OF SERVICE:

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

The annual leave entitlement is 25 days with an additional 5 days after 3 years continuous service.

Must be willing to attend a nationally accredited four-week HOLMES Indexer course and achieve the standard required to fulfil the role of HOLMES Indexer. The course is a four-week, full time (37hrs p/w for the duration of the course), residential training course (accommodation and transport will be provided). This course may take place anywhere within the country.

PERSON SPECIFICATION

Major Crime  HOLMES Indexer

ESSENTIAL CRITERIA:

1. To be able to accurately assess information, understanding and extracting relevant data, maintaining high levels of accuracy in a fast paced environment.
2. Excellent Computer skills to include a knowledge of Windows and Microsoft Office Applications and the ability to understand and use new software quickly and to be able to successfully complete a HOLMES 2 computer course
3. High levels of concentration with the ability to work methodically, logically and laterally demonstrating a logical decision-making process.
4. To have excellent communication skills including verbally and in written format which assist you to work as part of a team and communicate at all levels.
5. To be able to work on own initiative, prioritising demands and demonstrate experience of self-motivated learning
6. Resilience and emotional stability to deal with material of a potentially upsetting nature
7. To be flexible, prepared to work irregular hours and at satellite incident room sites within the county as the need arises.
8. Candidates must be able to demonstrate a level of awareness of diversity and equality issues appropriate to this role.
9. A full Driving Licence is essential to this role. 

DESIRABLE CRITERIA:

1. Knowledge of exhibit handling.

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