GREATER MANCHESTER POLICE

JOB DESCRIPTION

POST TITLE:	HOLMES Indexer
DEPARTMENT/DIVISION/BRANCH:	Counter Terrorism Policing North West (CTPNW)
SECTION/UNIT:	Investigations Unit, Major Incident Room
GRADE:	D/E (career grade)
RESPONSIBLE TO:	Detective Sergeant
RESPONSIBLE FOR:	N/A
AIM OF JOB:	To support investigation of major incidents by undertaking the categorisation and input of information into the HOLMES2 database system.

MAIN DUTIES AND RESPONSIBILITIES

To devise and construct an indexing system within HOLMES2 for the categorisation of information items gathered during an investigation in order to organise them effectively and structure the HOLMES2 database appropriately.

To prepare information items for indexing onto HOLMES2 database to ensure that they are formatted in the most suitable layout.

To accurately register and index all documentation as indicated by the Receiver or Document Reader (on a hard copy document this will be underlined text with instructions, or highlighted text with instructions if using graphical markup facility of HOLMES2) onto the HOLMES2 database to ensure that their location complies with the indexing system, and the HOLMES Manual of Guidance.

Create and maintain designated indices e.g. Nominal, Location, Vehicle, Telephone, Category, Sequence of Events, Organisations, Exhibits – linking exhibits to other records and adding documentary cross references.

Raise actions as directed, either where indicated in any document or by a specific instruction from a named person, after researching the database to check that the enquiry is not already the subject of a previous action, if so verify that it fulfils the enquiry NOW required. Ensure the resume and full instructions of the raised action are in clear and precise terms so as to enable to enquiry officer to carry out the action specified.

Type the result of completed actions onto the HOLMES2 database indexing as instructed by the receiver, raising any further actions if so instructed and endorse the action as resulted, unless reallocation is required.

To understand the method and state of an investigation in order to create and revise links between details stored in the HOLMES2 database and identify connections, correlations and discrepancies or anomalies.

To devise searches and conduct research of the HOLMES2 database, extracting and analysing the resulting information and intelligence outputs, in order to facilitate particular lines of enquiry.

Operate i2 analytical software within HOLMES2 in order to prepare accurate graphical displays of information items taken from the HOLMES2 system, for the reference of the investigation team.

To revise the indexing system and structure of the HOLMES2 database to ensure that it reflects policy decisions made during the course of the investigation.

To liaise closely with the investigation team in order to provide expert advice in relation to the relevant indexing system, and the structure, search and operation of the HOLMES2 database.

Endorse documentation as indexed, either manually or electronically.

Carefully check that all instructions contained with documentation have been carried out and forwarded as relevant to Officer Manager, Action Manager or Document Reader.

Monitor and control the quality of data entering the system by regular system maintenance, utilising HOLMES2 review documentation.

To operate ancillary computer systems and applications as required in order to locate additional information items, e.g. GMPICS, PNC, OPUS, CIH and internet.

To deal with telephone enquiries and take messages as appropriate, obtaining and accurately recording information by completing and submitted messages into the major incident room, maintaining the message book in order that messages are left for officers engaged on enquiries.

To assist in supporting the word processing and proof reading of all documentation required by the investigation team such as statements and reports.

To be responsible for filing and retrieving documents during an incident and the caretaking of documents which require indexing following closure of the incident room.

To promote and comply with GMP's policies on health and safety both in the delivery of services and the treatment of others.

Comply with and promote equality legislation and GMP's policies on diversity and equality. Take steps to eliminate unlawful discrimination, advance equality of opportunity and foster good relations.

To fully participate in GMP’s development review process.

If you have responsibility for staff; to manage staff development, performance and attendance using appropriate GMP policy and procedure.

To comply with the requirements of GMP's policies on Drug and Alcohol testing – requirements in respect of specific posts/ roles are described in the policies which are available on the Intranet/SharePoint.

All staff and officers must adhere to and comply with Data Protection, Freedom of Information and Human Rights legislation and the Authorised Professional Practice (Information Management). It is the responsibility of all staff and officers to maintain data quality and security. Therefore when inputting, updating and using GMP information, you are to ensure that it is Accurate, Adequate, Relevant and Timely (AART), and that it is used / disclosed for business purposes only and kept secure. The most current guidance and advice in respect of compliance with the legislation and information / records management standards can be found on the Information Management Intranet site/Information Services SharePoint site.

Supervisors and managers have the additional responsibility of ensuring that staff undertake the appropriate training and fully understand and apply the required Force policy, procedures and information / records management standards in the course of their duties. Supervisors and managers should ensure that staff / officers understand their responsibilities in maintaining data quality and security and have appropriate processes in place to monitor compliance.

To carry out such other duties which are consistent with the nature, responsibilities and grading of the post.

NOTES

This job description records the principal responsibilities of the job at the date shown. The job description will be updated from time to time in conjunction with the post holders to reflect changes.

Please note that we will consider making reasonable adjustments to the above, in line with the Equality Act.

The most up to date version of various GMP policies and pieces of legislation can be found on the Intranet/ SharePoint. Further support and guidance can be sought from the HR Advisory Service or the Information Compliance and Records Management Unit. The most up to date telephone numbers are available on the GMP Intranet.

LEADERSHIP EXPECTATIONS

The Leadership Expectations is a framework, which describes the attributes, behaviours, and outcomes that are demonstrated by successful leaders across GMP. They also describe what all our staff and officers need to deliver in order to achieve the Force’s vision “Protecting society and keeping people safe”.

The Leadership Expectations will be embedded in leadership training, recruitment and selection, police officer promotion, development programmes and performance reviews.

Our Leadership Expectations are:

Inspiring Others

Listening to, involving and motivating others to take action and behave with courage and integrity
Enabling Change and Improvement
Taking responsibility to solve problems, implement change and make improvements to our services
Developing Yourself and Others
Developing yourself and others to succeed and increase their contribution to GMP
Responsibility for/to the Team

Setting a clear direction and promoting teamwork to achieve high standards of professionalism and performance in all situations however challenging
Working in Partnership
Working as one GMP team and with external partners to achieve results that benefit GMP and our communities
Demonstrating Respect and Compassion
Treating all our people, partners and communities with respect and compassion
Service Delivery
Delivering excellent policing services to the people of Greater Manchester

Leaders have been identified at four levels:

Peer

First

Middle

Senior

The HOLMES Indexer has been identified as: A Peer Leader.

Please Note: As well as assessing candidates against criteria outlined in the Person Specification, the selection process will also include candidate assessment of the leadership expectations.

For more information on our leadership expectations please visit our website:

www.gmp-recruitment.co.uk

PERSON SPECIFICATION

HOLMES Indexer

CTPNW

Short-Listing Criteria	Essential/ Desirable (E/D)	Assessment of Criteria (how the shortlisting criteria will be assessed)
Experience Grade D: Carried out duties including inputting, recording, retrieving of information and associated filing. (Training will be given in the use of systems/ software, techniques, methods, procedures etc.) Experience of Major Incident Room procedures and roles. Worked in a clerical/administrative capacity. Grade E As for Grade D plus: Complied with the standards within the Major Incident Room Standardised Administration Procedures (MIRSAP) and be fully conversant with HOLMES2 Manual of Guidance.	E D D E	AF/I AF/I AF/I AF/I

Skills/Abilities Grade D: Able to demonstrate high standard of accuracy and attention to detail. Demonstrates the ability to plan ahead and prioritise own workload. Ability to think logically and laterally and have a high level of concentration. Competent in using computer systems including Microsoft packages and the Internet. Grade E As for Grade D plus: Demonstrate ability to analyse information from Investigation records, devising & constructing an indexing system on HOLMES2 for the categorisation of information during complex Homicide /Major Crime Investigations, dealing with volume & complex investigation records, creating indices, suitable categories & appropriate documentary cross references in accordance with HOLMES Standards Policy & Procedures and HOLMES Rules & Conventions. Demonstrate competence, confidence & ability to work unsupervised as a HOLMES Indexer on HOLMES2 accounts, providing efficient and effective Indexing support to major crime investigations, which has been quality assured by Indexing Team Leader/HOLMES Supervisor. Demonstrate ability to introduce flexible use of the HOLMES2 system to manage a variety of investigations by introducing Full Indexing, Minimum Indexing and Streamlined Indexing on HOLMES2 managed serious crime investigations. Made recommendations & provided advice and support to other HOLMES users E.G. Receivers, Statement Readers & Incident Room Managers in relation to HOLMES Indexing policy. Able to demonstrate ability to improve quality of HOLMES2 accounts by sub Indexing records which have become unmanageable to improve quality of Indexing for research purposes. Demonstrate ability to analyse & effectively Index on HOLMES lengthy & complex Investigation records to a high standard.	E E E E E E E E E E	AF/T/I T/I T/I AF/I AF/I AF/I AF/I AF/I AF/I AF/I
Other Grade D: Has achieved a good attendance record. Prepared to work abnormal hours as may occasionally be required. Willing to travel to locations both within and outside the GMP area. Prepared to maintain standards of professional practice and to keep abreast of changes in legislation, policies, and procedures within the police and intelligence environment. Meets the Force dress code standard. Full driving licence and access to a vehicle for work purposes. This is a designated post under the Force Vetting Strategy and the post will therefore attract an enhanced level of vetting.	E E E E E E	AF (E) I I I I AF

Examples of work experience undertaken within the grade: Grade D: Has devised & constructed an indexing system within HOLMES2 for the categorisation of information items gathered during an investigation in order to organise them effectively and structure the HOLMES2 database appropriately. Prepared information items for indexing onto HOLMES2 database to ensure that they are formatted in the most suitable layout. Accurately registered and indexed all documentation as indicated by Receiver/Reader (on a hard copy document this will be underlined text with instructions, or highlighted text with instructions if using graphical markup facility of HOLMES2) onto the HOLMES2 database to ensure that their location complies with the indexing system, and the HOLMES Manual of Guidance. Created and maintained designated indices e.g. Nominal, Location, Vehicle, Telephone, Category, Sequence of Events, Organisations, Exhibits – linking exhibits to other records and adding documentary cross references. Raised actions as directed, either where indicated in any investigation record or by a specific instruction from a named person, after researching the database to check that the enquiry is not already the subject of a previous action, if so verify that it fulfils the enquiry NOW required. Ensure the resume and full instructions of the raised action are in clear and precise terms so as to enable to enquiry officer to carry out the action specified. Typed the result of completed actions onto the HOLMES2 database indexing as instructed by the Receiver, raising any further actions if so instructed and endorse the action as resulted, unless reallocation is required. Understood the method & state of an investigation in order to create and revise links between details stored in the HOLMES2 database and identify connections, correlations and discrepancies or anomalies.	To be tested at Performance Appraisal

Grade E As for Grade D plus: Performed the role of HOLMES Indexer and demonstrated ability to analyse information from Investigation records, devising & constructing an indexing system on HOLMES2 for the categorisation of information - during protracted Category A & B murder Investigations, including multi victim, multi scenes, dealing with volume & complex investigation records, registering & raising actions, creating indices, suitable categories & appropriate documentary cross references in accordance with HOLMES Standards Policy & Procedures and HOLMES Rules & Conventions. - on a variety of other serious crime investigations which may include, Terrorism, Kidnap & Extortion, Linked series investigations, Category C murder/Cold case investigations & other major incident/proactive investigations, dealing with volume & complex investigation records, registering & raising actions, creating indices, suitable categories & appropriate documentary cross references in accordance with SIO & HOLMES Indexing Policy. Completed ‘housekeeping’ of HOLMES accounts, by interrogating the database, being creative & making improvements to the Indexing of information to aid research of the data. Monitor and control the quality of data entering the system by regular system maintenance, utilising HOLMES2 review documentation. Conducted research of Information within HOLMES system and operated ancillary computer systems and applications as required in order to locate additional information items, e.g. GMPICS, PNC, OPUS, CIH and internet made recommendations & provided briefings to SIO’s, Office Manager and HOLMES Supervision. Completed Back Record Conversion (BRC) from paper management system or Cold Case Investigations to HOLMES2 accounts.	To be tested at Performance Appraisal

Note: Progression to grade E will be subject to successful assessment of competence.

Key

AF(E)	Eligibility (this will be checked at shortlisting by the recruitment team)
AF	Application Form
C	Certificate
T	Test
I	Interview

Candidates who do not demonstrate on the application form, criteria assessed at eligibility stage (E), may not be considered for short-listing.

Candidates who do not demonstrate on the application form, criteria identified as essential and being assessed at application form (AF), may not be shortlisted.

All essential criteria above will also be discussed in GMP’s - development review process.

The desirable criteria marked with an asterisk will be desirable at selection stage but will become essential once in post and will be discussed in the development review process.

A good attendance record will be assessed in accordance with current guidelines. For recruitment purposes this can only legally occur following a provisional offer, at which stage the offer can be rescinded. Consideration will be given to Disability related absence/maternity related absence in line with current guidelines.