WILTSHIRE POLICE
Job Description
Post Title:
Post Number:
Grade: W6
Vehicle Recovery Scheme
Authorised Officer
5169
Department: HQ Response
Work Location:
HQ Devizes
Security Vetting Level: MV
Responsible to: Sgt Traffic Management and
Date :
Road Safety Unit
January 2013
Reporting Structure:
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Vehicle Recovery Scheme Authorised Officer
Job Purpose
1. To manage all aspects of the contracted Wiltshire Police Vehicle Recovery Scheme including:
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Responsibility for the vehicle recovery budget.
Contractual and legal compliance alongside the retention, storage and disposal of vehicles
using the delegated authority of the Chief Constable.
Monitoring and evaluation of working practices, to ensure efficient and effective operation.
Dealing with and resolving complaints.
2. Line Management of Vehicle Recovery Administration Officer.
Main Responsibilities
1. Scheme Management - Ensure the force vehicle recovery scheme is effective and efficient
in meeting operational requirements and that legislation, home office guidelines and force
procedures are complied with. Evaluate and intervene in specific instances to address
particular issues and either seek or decide upon remedial action, consulting as necessary
with others. Ensure a fully auditable system and provide management information as
required.
Full supervisory responsibility for line management of Vehicle Recovery Administration
Officer to support the above, including necessary monitoring and administration of all police
authorised vehicle recoveries.
2. Contract Management - Specifically to ensure contractual compliance by
 recovery operators (garages),
 the appointed managing agents and
 Wiltshire Police.
Effectively evaluate and manage the investigation of complaints, contract breaches,
operational issues arising and their resolution. If necessary the post holder will challenge
proposed action/ procedure by the managing agents where it is felt alternative action is
required or may be appropriate. This will include, where justified, recommending the
suspension of a recovery operator (garage) from the scheme until an investigation is
complete and contract requirements are met. If a contract suspension is implemented,
manage the process by working closely with the managing agents on behalf of the force,
until the recovery operator is either re-instated by the agents with police consent, or their
contract participation is terminated. The post holder will brief and report to senior
management as required.
3. Financial and Budgetary Management - The post holder will be responsible for managing
the Vehicle Recovery budget. This will include determining all charges payable following a
vehicle seizure, including those that are queried / contested. The post holder will also
negotiate recovery and storage charges with recovery operators or the managing agents in
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appropriate circumstances e.g. to cater for a specific operational need not provided for under
contract.
The post holder will review and authorise the payment of all invoices that are correctly
assigned to the police and keep account of expenditure. Where, in particular cases of
complaint, it is determined by either the post holder or a 3rd person, that a refund of fees to a
member of the public is appropriate, or compensation is payable, it is the responsibility of the
postholder to limit costs to the force and to vehicle recovery operators.
The post holder will prepare an annual budget statement and submit to the finance
department to meet their procedures/timescales. The post holder will assist auditors with
periodic inspections, with particular emphasis on the financial aspects of the scheme.
4. Complaints - Ensure complaints from members of the public or scheme participants are
managed and recorded, investigated and resolved in accordance with force/contract
procedure. Where necessary refer to other departments, force solicitor or the contract
agents. Maintain a database of all formal complaints for audit purposes. Identify from
complaints made, areas for improvement in the scheme procedures and initiate such action,
liaising as required with line management/others.
5. Legislation/Case Law/Force Procedure - Review the introduction of new legislation and
relevant case law decisions. Alongside this analyse changes made to available national
guidance. Evaluate the impact of the above and their application to the force vehicle
recovery scheme and decide on necessary amendments to procedures, ensuring colleagues
are briefed. The post holder will be responsible for producing force procedure to support the
operation of the vehicle recovery scheme to meet legal and contractual obligations. This will
include the production and maintenance of force SOP’s to underpin the above.
6. Vehicle and Property Disposal - The post holder will use delegated powers in appropriate
cases to authorise the disposal of vehicles and property in compliance with the law, the
contract and force procedure. This will include the sale of vehicles through the agreed
salvage scheme. The postholder will ensure that proceeds of sale are correctly managed by
retention for 12 months within police funds, providing an auditable trail should an owner wish
to reclaim funds, or any other person legally entitled to do so.
7. Section 165 Road Traffic Act 1988 - The post holder will be the force SPOC for all
challenges and queries from the public and from colleagues. As the force expert, this will
include provision of instructions, training, guidance and support to police officers and police
staff (eg front counter staff), in the operational application of this legislation and the recovery
scheme in general.
8. Force Representative - The postholder will:
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Represent the Force on the National ACPO Vehicle Recovery Group and support subgroup working derived from and reporting to, the above.
Attend regional/cross border forums to represent force interests and to ensure effective
environmental scanning reporting to senior management as appropriate.
Meet regularly with the contracted managing agent to evaluate, manage and resolve
issues relating the operation of the force vehicle recovery scheme.
Support the Management Agent in relation to necessary procedural changes.
Regularly visit the premises of recovery operators in order to ensure compliance with
contract standards.
Support publicity initiatives/campaigns to promote the scheme/policing priorities. This will
include the selection and provision of vehicles and publicity material to support
demonstrations and training exercises.
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Dimensions
Financial
Authorise the payment of invoices arising from the recovery and storage of vehicles that fall to the
police to pay and check off relevant financial transactions. Approx £35k.
Ensure funds from Vehicle sales are correctly managed and are accounted for in line with legislation
and finance requirements. Approx £25k.
Manage Recovery Operator payments and invoices for statutory fees to ensure the account
maintains the required £0 balance. Approx £700k.
Request invoices be raised for retained statutory fees. Approx £85k.
Collect, prepare and present budgetary information, including an annual budget statement for the
force vehicle recovery scheme to Finance Dept.
Provide assistance and information to appointed Auditors/Inspectors as required.
Non-financial
Administer approximately 4000 police-requested vehicle recoveries per annum.
Attend up to 50 meetings per year with the managing agent, recovery operators, internal and
external colleagues, ACPO VRG and others to discharge the requirements of the role.
Co-ordinate necessary background checks on recovery operator employees in compliance with
Data Protection Act and Force procedures.
Ensure arrangements for internal departments, (eg CSI, CID, RPU Vehicle Examiners) to complete
evidence gathering in relation to recovered vehicles and property therein, (approximately 350 per
annum).
Deal with enquiries and complaints from members of the public or participants in the scheme and
ensure expedient investigation and resolution, (approximately 1000 per year - majority by
telephone/e-mail and recovery scheme software).
Record and fully investigate formal complaints, (approximately 40 per year).
Limit costs to the police and ensure best value on the recovery and movement of police vehicles via
negotiation with individual operators to meet operational requirements falling outside of contract
provision, liaising with Fleet Manager as required, (approximately 75 per annum).
Train identified colleagues as required in all aspects of the scheme, including legal powers, to
ensure short term resilience in the absence of the post holder.
Prepare briefing papers and responses to senior management up to and including ACPO and
Director level as required.
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Person Specification
Vehicle Recovery Scheme Authorised Officer
Attributes
On Appointment
Criteria
Essential or
Desirable
Qualifications:
Experience:
Skills:
Educated to A level or equivalent eg, HNC/HND/BTEC Business,
and possess GCSE level English and Mathematics.
The postholder must have a full car driving licence.
Essential
Experience of or ability to monitor, maintain and improve
standard working practices/procedures.
Contractual management experience.
Experience of budget management and monitoring costs.
Previous experience of forming effective working relationships
with internal and external customers/contractors and with staff
and managers at all levels of the organisation.
Experience of working unsupervised as well as within a close
team environment.
Previous supervisory experience, including experience of
managing development and performance through appraisal.
Substantial administrative experience.
Previous experience in a customer service or policing role.
Experience of preparing and maintaining computerised recording
systems.
Essential
Proven ability to problem solve, identify and manage risk, and
make sound decisions within defined parameters.
Good interpersonal skills with proven ability of negotiating and
influencing.
Proven ability to manage own workload, including prioritising
tasks, working under pressure to tight deadlines and quality
assuring own work.
Ability to compile reports in a concise manner and present them /
interpret them for all for all levels of knowledge and seniority.
Proven ability to work effectively as part of a team as well as on
own initiative with minimum supervision and take responsibility
for own decisions.
Ability to work with bespoke/web based computerised recording
systems.
Ability to analyse and determine when a contract has been
breached, the extent/seriousness of the breach and the
opportunities open to remedy this.
Ability to supervise staff and manage their training, development
and performance through appraisal.
Numeracy and minimum simple accounting skills (invoice and
budget control).
Computer literate with good keyboard skills
Competent in the use of Microsoft Word, Outlook and Excel
Essential
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Essential
Desirable
Desirable
Essential
Essential
Essential
Desirable
Essential
Desirable
Essential
Essential
Essential
Essential
Essential
Desirable
Desirable
Essential
Essential
Desirable
Knowledge:
Understanding of contract law.
Basic knowledge of relevant legislation relating to the removal
and disposal of vehicles and property.
General awareness of equality and diversity issues in the
working environment
Awareness of workplace health & safety issues
Understanding of confidentiality and Data Protection/Freedom of
Information issues
Attributes
Desirable
Desirable
Essential
Desirable
Essential
After Training
Qualifications:
Police Staff Driving Assessment (For use of Pool Cars/Own Car on Police
Business).
Experience:
The postholder will become experienced in all aspects of the Force Vehicle
Recovery Scheme.
Experience of using Police National Computer (PNC) to the extent
demanded by the post.
Experience of police policy, practice and procedures which either overlap or
are connected with, the vehicle recovery role.
Skills:
Ability to identify and evaluate risks to the force in relation to vehicle
recovery provision and its delivery, and to effectively manage these risks.
Ability to manage the Force Vehicle Recovery Scheme Contract with specific
emphasis on ensuring contractual compliance by all parties concerned.
Ability to manage the Vehicle Recovery budget including: determining all charges payable following vehicle seizure, including
those that are queried / contested.
 recording and managing all invoices and monies received in line with
Force financial procedures.
 correctly accounting all police rate recoveries to budgets designated
by finance dept.
 Reviewing and authorising the payment of invoices correctly
assigned to the police and maintaining account of expenditure.
 Ability to negotiate recovery and storage charges with operators, or
the managing agents in appropriate circumstances, not catered for
under contract. Typically, these negotiations can produce savings to
the force of several hundred / thousand pounds.
 Ability to prepare an annual budget statement and submit to the
finance department to meet their procedures/timescales.
Ability to assist auditors with periodic inspections, with particular emphasis
on the financial aspects of the scheme.
Ability to liaise effectively with the contractor and recovery operators to
ensure the efficient running of the scheme to meet operational and
departmental requirements.
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Ability to conduct discussions and represent force interests at strategic
meetings regarding vehicle recovery requirements, associated legislation,
procedures and contractual issues.
Ability to brief and report issues to senior management as appropriate.
Ability to manage, deal with and resolve complaints from members of the
public or scheme participants, ensuring they are recorded, investigated and
resolved expediently in accordance with force/contract procedure.
Ability to identify and decide whether and when a particular complaint should
be referred to another appropriate department or the Contact Manager.
The ability to deal with challenges and queries from the public and from
colleagues regarding the operational application of Section 165 of the Road
Traffic Act 1988. This will include provision of instructions, training, guidance
and support to colleagues.
Ability to train police officers and staff in relevant aspects of the scheme,
including the correct use of police powers.
Ability to develop and adapt to changing working practices in order to meet
the demands of Wiltshire Police, new legislation or new policies introduced
within the Force.
Knowledge:
Working knowledge of legislation governing the removal and disposal of
vehicles and property ie Road Traffic Regulation Act 1984; Road Traffic Act
1991; Police Property Act 1997; Removal and Disposal of Vehicles
Regulations 2008 and relevant aspects of the Data Protection Acts
1984/1998.
The Wiltshire Police Vehicle Recovery Scheme Contract, standards and
Code of Practice.
Financial arrangements that form part of the scheme.
A degree of knowledge of police procedures covering: property, evidence,
vehicle examination, crime scene investigation, health & safety and the
investigation of serious/fatal collisions.
How to review incidents where charges are queried or disputed by either the
public or their representatives (eg solicitors/insurers), recovery operators or
anyone else, and determine charges payable, including whether ‘police
rate’ recovery charges should apply or, in certain cases, whether a refund of
fees to a member of the public is appropriate, or compensation payable.
When it is necessary or appropriate to refer complaints or claims to other
departments, the force solicitor or the contract agents.
Understanding of your responsibility under Equal Opportunities and the way
in which your role and the organisation may impact on minority and more
vulnerable communities within Wiltshire.
Greater understanding of relevant health & safety issues within your working
environment.
Understanding of the impact of the Human Rights Act on the organisation
and the role that you undertake.
Greater understanding of Data Protection and Freedom of Information issues
within your working environment.
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Other Information
Vehicle Recovery Scheme Authorised Officer
Wiltshire Police provides a 24 hour 7 day a week service therefore applicants should be prepared to
be flexible in their approach to working hours.
The post holder should have access to a vehicle or be able to make alternative arrangements to
meet the requirements of the post.
You will be required to attend all necessary and relevant training courses in respect of your
employment to ensure compliance with the policies of the Force.
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