The Disclosure and Barring Service (DBS) helps employers make safer recruitment decisions by processing and issuing DBS checks for England, Wales, the Channel Islands and the Isle of Man. DBS also prevents unsuitable people from working with children and/or vulnerable adults through its barring function.
The role of Vetting Manager is an umbrella title that reflect this multifunctional role and requires an individual who is confident working in any one of the following 3 areas; Team Leader, Trainer and Decision Maker, as directed by the DBS Force Disclosure Manager. The post holder will require strong leadership and decision-making skills with a principal aim to support the Disclosure Unit in accordance with legislative obligations to ensure that national Service Level Agreements are monitored and met for Enhanced DBS Certificates and Barring Requests, thereby protecting children and vulnerable adults through the Statutory Disclosure Regime.
MAIN RESPONSIBILITIES:-
- To search, interrogate and extract information from various Police systems and databases to identify records held in relation to the DBS applicant. To analyse and evaluate all information found from varied sources using the National Quality Assurance Framework (QAF) and prepare the Audit Trail (AT) document, presenting all relevant information clearly and concisely in the Hit Relevance Table, summarising all relevant factors and considerations within the report.
- To undertake a review of the DBS applications escalated by the Criminal Records Officers and make appropriate disclosure decisions, whilst ensuring the guidelines and procedures of: Part V Police Act 1997, Safeguarding Vulnerable Groups Act 2006, Offender Rehabilitation Act 2014 and Human Rights 1998 are followed and disclosure is compliant with Quality Assurance Framework (QAF) and Home Office Guidance.
- To complete the remainder of the AT document forwarded by the Criminal Records Officer, including the rationale for disclosure and preparation of the disclosure text to submit to the Chief Officer Delegate (COD) for authorisation of disclosure ensuring accordance with the Statutory Disclosure Guidance that will stand up to scrutiny when audited by the Standards and Compliance Unit (SCU).
- To undertake a review of Barring applications escalated by the Criminal Records Officers for disclosure consideration and complete the remainder of the AT document, including the rationale for disclosure and preparation of the disclosure text to submit to the Chief Officer Delegate (COD) for authorisation of disclosure ensuring accordance with the Statutory Disclosure Guidance that will stand up to scrutiny when audited by the Standards and Compliance Unit (SCU) and assist with decisions as to whether an individual should be barred from working in regulated activity with the vulnerable.
- To consider an offer of Representations when applying the Statutory Disclosure Guidance, and prepare written correspondence to the applicant if Representations are required, liaising with the applicant and/or their representatives through this process in a professional manner, providing advice and guidance and considering any replies to Representations in accordance with Quality Assurance Framework (QAF).
- To ensure that no DBS application exceeds the specified target time within the DBS Service Level Agreements, and to establish an effective and efficient system to prioritise workload, set reminders and liaise with the Vetting Manager and DBS Disclosure Manager, in order to manage and mitigate any risk outside of the Service Level Agreement.
- To provide feedback to Criminal Records Officers in relation to the AT documents produced and decision-making outcomes in respect of the work completed, using effective communication skills to support on-going learning and development.
- To liaise with internal colleagues, DBS, other forces and external agencies in respect of the work of the Unit, either in person, by phone or via e-mail to obtain further information in relation to decision making and maintaining contact to ensure these requests are returned in a timely manner.
- To provide advice and guidance on DBS to internal departments, external agencies and members of the public either in person, via phone or via e-mail.
- To handle sensitive and confidential information in an appropriate manner, including the redaction of sensitive or confidential information from documentation where appropriate, to ensure compliance with the Data Protection Principles at all times.
- To remain attentive whilst processing a large amount of data to ensure accuracy and demonstrate a strong commitment to delivering a high-quality service in order to properly safeguard vulnerable groups.
- To ensure the department is QAF compliant by delivering structured training, writing and using professional training plans and packages to ensure DBS staff are fully equipped to undertake their role. To conduct quality assurance checks to ensure compliance with QAF and providing feedback and/or identifying additional training needs where appropriate. To ensure the AT1 and relevant policies and procedures are kept up to date.
- To supervise the Criminal Records Officers and Disclosure Officers on a daily basis, having particular regard to their performance, attendance, welfare, health and safety and personal development, ensuring all staff work to the best of their ability, remain motivated and challenged. Act as point of reference and support to staff providing advice and guidance on complex DBS processes, policy and legislation.
- To be responsible for undertaking serious case reviews of a complex or sensitive nature as well as reviewing and resolving disputed Enhanced DBS certificates and liaising with the Independent Monitor, in an efficient and timely manner.
- To deputise for the DBS Force Disclosure Manager in their absence, including countersigning the AT3 (Section 3) in preparation for final authorisation by the Chief Officer Delegate.
- To be actively involved in the recruitment of staff to the Disclosure Unit, including paper sifting applicants against the essential criteria and interviewing candidates using the College of Policing Competency Based Interview process, ensuring the most appropriate candidate is appointed to the role.
- To actively participate in meetings, chairing and taking a lead role where appropriate at a local, regional or national level and disseminating any relevant information to the appropriate level.
- To carry out any other duties which are consistent with the nature, responsibilities and grading of the post.
ESSENTIAL SKILLS:-
- Ability to research and analyse information and to present the information in a structured and concise written report, whilst demonstrating high levels of accuracy and attention to detail.
- Ability to understand, interpret, apply and advise on relevant legislation.
- Ability to clearly define and articulate risk and make accurate disclosure decisions.
- Demonstrate a high standard of written and verbal English to enable effective communication.
- Good interpersonal skills, including negotiating skills, and experience of communicating with a range of individuals/organisations to obtain information either by telephone, in writing or face to face.
- Computer literate and ability to use several complex computer packages simultaneously.
- Demonstrate high levels of personal integrity and discretion when dealing with confidential matters.
- Ability to work with minimal supervision and organise and prioritise own workload.
- Ability to work under pressure, meet tight deadlines and adapt to changing priorities.
- Ability to review disclosure decisions and make amendments in light of new or changing information, to articulate the rationale for doing so to the applicant in written form.
DESIRABLE SKILLS:-
- Supervisory experience
- Knowledge of Part V Police Act 1997, Safeguarding Vulnerable Groups Act 2006, Human Rights Act 1998, Data Protection Act 1998, General Data Protection Regulations, Offender Rehabilitation Act 2014, Protection of Freedoms Act 2012, Home Office Statutory Disclosure Guidance.
Vetting:-
Successful applicants will be required to pass Recruitment Vetting and Counter Terrorism Clearance scrutiny prior to commencing their role, this will include a full background & financial disclosure as part of the vetting process.
Medical:
Successful applicants will be subject to a medical assessment which may include a drug or hearing test.
Hours: This is a full-time position working between core hours of 08:00 to 16:00, Monday to Friday. The role is hybrid working with 60% of working days on-site.
Interviews: TBC
Benefit Statement
By choosing to join West Midlands Police you will receive an enhanced benefits package including:
• Fair remuneration with progression opportunities and access to a very competitive pension scheme.
• Enhanced annual leave in addition to public holiday entitlements.
• Discounts across travel, parking, daily costs of living and leisure activities.
• A comprehensive wellbeing package including 24/7 support, free eye tests and flu jabs.
Prospective officers and staff must be held to a higher standard of behaviour and accountability than members of the public, and that therefore their right to privacy can be fettered in certain circumstances. This is to ensure that members of the police are fully aware and accountable for the unique position entrusted to them and the standards of professional behaviour we are required to uphold.
West Midlands Police is a Disability Confident Leader - the highest level an organisation can achieve under the scheme run by the Department of Work and Pensions. As part of our commitment we operate a ‘Disability Confident Interview Scheme’ - all candidates who declare a disability and meet the essential criteria for the role will be offered an interview.
It is important to note that there may be occasions where it is not practicable or appropriate to interview all disabled people who meet the essential criteria for the job. For example: in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. In these circumstances, the employer could select the candidates who best meet the essential criteria for the job, as they would do for non-disabled applicants.
"Diversity and Inclusion Vision: Maximise the potential of people from all backgrounds through a culture of fairness and inclusion to deliver the best service for our communities"
