WILTSHIRE POLICE
Job Description
Post Title: Integrated Prosecution Team
Administrator
Department: Integrated Prosecution Team
Post Number: New
Work Location: Melksham
Grade: W4
Security Vetting Level:
Responsible to:
IPT Supervisor
Date :
January 2013
Reporting Structure:
Integrated Prosecution
Team Manager
Case Manager
Criminal Justice
Investigator
Supervisor
Integrated Prosecution
Team Administrator
Witness Care Unit
Administrator
Integrated Prosecution Team Administrator
Job Purpose
To undertake all administrative duties in respect of files and related matters within the Integrated
Prosecution Team ensuring that all time scales are complied with and that both local and national
standards and targets are consistently met, in accordance with legal requirements and Force Policy.
Main Responsibilities
1. Partnerships – Deliver a high level of service to our criminal justice partners by providing a
professional and timely response to their enquiries.
2. Performance – To deliver a high level of personal performance and actively contribute to the
overall performance objectives of the Integrated Prosecution Team by maintaining data
monitoring systems where appropriate and highlighting potential risks to the Management
team.
3. Management of Police Information - Accurately record and store information using the
relevant systems and ensure that information is reviewed and disposed of according to Force
policy, including Crime/Traffic files, tapes, videos and electronically stored information.
4. Enquiries - The central point of contact for providing expert advice Justice Processes to
members of the organisation.
5. IT Systems - Access, interrogate and update accurately various local and national IT systems
including Niche RMS, Police National Computer, Libra and Exhibit PORTAL.
6. Preparation of Court Cases - Manage and process all crime offences for the Force, ensuring
that the required paperwork and/or electronic case load is completed and the files are prepared
and presented to CPS in accordance with current guidelines.
7. Record of Taped Interviews (ROTI’s) - Prepare and complete ROTI’s, using knowledge of the
law to select verbatim points of the interview to include as proof of evidence and other points
which can be third partied and summarised.
8. Pre-charge- To be responsible for sending Wessex Daytime electronic registrations for the
county for pre-charge advice.
9. Electronic Transfer of digital case files- To ensure the accurate completion of scanned
material. Send charge sheets from the NICHE system to HMCTS LIBRA system and the
electronic first hearing file documents to the CPS Case Management System (CMS).
10. Scanning of Crime Files- Scanning case files after the review has been completed by the
Trial Preparation Units.
11. Crime Summonses- Raise Summonses for the county directly on NICHE. Sending out of
summonses for the county.
12. Home Office Production Orders- Liaising with the prisons nationwide to arrange for
defendants to be produced for their court hearing
13. Crown Court antecedents – To prepare antecedents for the county and keep track of crown
court cases for which antecedents are yet to be done on an excel spreadsheet.
14. Witness Summonses – administer witness summons on behalf of the organisation.
Dimensions
Financial
There are no financial dimensions attached to this post.
Non-Financial
TBC
Person Specification
Integrated Prosecution Team Administrator
Attributes
On Appointment
Criteria
Qualifications:
Minimum RSA II qualification or Word Processing Equivalent
Desirable
Experience:
Proven administrative experience some of which should have
been dealing directly with members of the public.
Previous experience of working in a secure, confidential
environment.
Essential
Computer literate with good keyboard skills.
Competent in the use of Microsoft Word, Outlook and Excel.
Excellent copy and audio skills (as much of the work is audio
based)
Good communication skills – both written and verbal. Daily
contact with Victims, Witnesses, Crown Prosecution Service,
HMCS, probation, prisons and internal staff at all levels of the
organisation.
Excellent interpersonal skills – approachable tactful and
diplomatic.
Ability to cope with frequent change and adjust to the
introduction of new systems and procedures.
Good time management/organisational skills with the ability to
prioritise a demanding workload whilst adhering to deadlines.
Ability to demonstrate a flexible approach to changing priorities
Ability to work unsupervised and able to use own initiative to
resolve problems
Ability to work independently and as part of a team
Able to demonstrate a high degree of accuracy in respect of work
undertaken
Basic knowledge of the law in relation to Crime and traffic
legislation.
Basic knowledge of the Criminal Justice Environment
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
Essential
Desirable
Desirable
Skills:
Knowledge:
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Desirable
Desirable
Essential
Desirable
Essential
Attributes
After Training
Qualifications:
Experience:
Experienced in the provision of efficient and effective administrative support
to the Crown Prosecution Service, other Criminal Justice Partners and
internal Departments on behalf of the Justice Division.
Skills:
Ability to accurately record and store information on behalf of the Justice
Division using the relevant guidance and recording systems.
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
Ability to accurately record and interpret information to input on to both local
and National systems including the Police National Computer, Exhibit portal,
Niche RMS, Libra.
The ability to undertake ROTI’s (Record of Taped Interviews) – transcribing from
taped interviews, using knowledge of the law to select verbatim points of the
interview to include as proof of evidence.
Ability to respond to telephone enquiries and written requests from both
internal and external sources including victims, witnesses, Police Officers
and Criminal Justice Partners.
Ability to compile accurate performance data to inform senior managers,
Police Authority and other national organisations.
Ability to provide expert advice in relation to Justice matters to other internal
departments including custody, Police Officers, Trial Preparation Units and
outside forces.
Knowledge:
Sound working knowledge of all computer systems within Justice Division i.e
Libra, Niche RMS, Exhibit Portal, and the Police National Computer.
Sound knowledge of the internal processes in respect of criminal justice
procedures
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
Role Profile
Integrated Prosecution Team Administrator
Core Responsibilities
Administrative
Support
Activities
The role holder should effectively deliver these key requirements:
1005 – Input, retrieve and present data using a computer
Enter information correctly using an appropriate computer system, in
accordance with legislative requirements and Force policy. Retrieve and
present information in a suitable format and supply to relevant personnel
1110 – Maintain a record management system
Record, store and supply information in accordance with organisational
policy and legislative requirements
1008 - Organise and record meetings
Prepare, organise and record details for organisational meetings
1120 - Photocopy, present and distribute documents
Photocopy and present documents in an appropriate format, complying
with local requirements, legislation and organisational policy
1197 – Prepare and print documents using a computer
Present information accurately and in an appropriate format using a
computer. Comply with organisational procedures
Managing the
Organisation
1042 – Gather information to support action
Gather information from a range of sources in order to support action.
Ensure the information is obtained ethically and in accordance with
relevant legislation and policy
1057 - Manage information
Information in accordance with information legislation, policy and business
requirements
1140 - Provide customer service
Provide and promote service to customers in a professional manner in line
with organisational policy and legislative requirements
Personal
Responsibility
216 – Complete administration procedures
Ensure that all matters relating to the process of information are carried
out in a prompt, efficient manner and in accordance with legislation, policy
and procedure
206 – Comply with Health and Safety legislation
Ensure that you show a duty of care and take appropriate action to comply
with Health and Safety requirements at all times
217 – Maintain standards of professional practice
Ensure your behaviour complies with organisational values and organise
your own work effectively to meet the demands of your role. Identify,
implement and monitor development activities to enhance your own
performance
242 – Make best use of technology
Make best use of technology in support of your role, ensuring correct
operation and compliance with organisational and legal requirements
141 – Promote equality, diversity and Human Rights in working
practices
Promote equality, diversity and Human Rights in working practices by
developing and maintaining positive working relationships, ensuring that
colleagues are treated fairly and contributing to developing equality of
opportunity in working practices
224 – Work as part of a team
Work co-operatively with team members and colleagues, contributing
positively and constructively to the achievement of team and
organisational objectives
Other
Undertake such other activities as are appropriate to the profile and grade,
as may be required from time to time
Behaviour Area
Working with
others
Behaviour
Respect for race and diversity – A
Considers and shows respect for the opinions, circumstances and feelings
of colleagues and members of the public, no matter what their race,
religion, position, background, circumstances, status or appearance.
Understands other people’s views and takes them into account. Is tactful
and diplomatic when dealing with people, treating them with dignity and
respect at all times. Understands and is sensitive to social, cultural and
racial differences.
Teamworking - C
Develops strong working relationships inside and outside the team to
achieve common goals. Breaks down barriers between groups and
involves others in discussions and decisions.
Works effectively as a team member and helps build relationships within it.
Actively helps and supports others to achieve team goals.
Community and customer focus - C
Focuses on the customer and provides a high-quality service that is
tailored to meet their individual needs. Understands the communities that
are served and shows an active commitment to policing that reflects their
needs and concerns.
Provides a high level of service to customers. Maintains contact with
customers, works out what they need and responds to them
Effective communication - C
Communicates ideas and information effectively, both verbally and in
writing. Uses language and a style of communication that is appropriate to
the situation and people being addressed. Makes sure that others
understand what is going on.
Speaks clearly and concisely, and does not use jargon. Uses plain English
and correct grammar. Listens carefully to understand.
Achieving results
Personal responsibility - B
Takes personal responsibility for making things happen and achieving
results. Displays motivation, commitment, perseverance and
conscientiousness. Acts with a high degree of integrity.
Takes personal responsibility for own actions and for sorting out issues or
problems that arise. Is focused on achieving results to required standards
and developing skills and knowledge.
Other Information
Integrated Prosecution Team Administrator
Because of the varied duties of this generic role within the Integrated Prosecution Team, post
holders will not be in a position to perform all of these duties on a daily basis, but it is
expected that each individual will have the skills and abilities to deal with files at any stage of
the process and be able to fulfil all the requirements of this generic role
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.
Where applicable the post holder will be expected to wear a uniform at all times when on duty.
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.
WILTSHIRE POLICE
Police Staff Application – Notes on Competency Evidence
Integrated Prosecutions Team Administrator
Further to your request please find enclosed an Application Pack for the above position.
Before completing the Application Form please fully read the Guidance Notes enclosed within this
pack.
On your Application Form please give your best example on the following competencies/criteria as
selected from the Job Description/Advert. The competencies/criteria as set out below will be tested
at shortlist stage (papersift); other competencies/criteria will be tested at interview.
If a competency/criteria is deemed Essential then all candidates selected for interview must fulfil
this requirement.
No.
Competency/Criteria
Essential
1
Good communication skills - both written and verbal

2
Proven administrative experience some of which should have been
dealing directly with members of the public.

3
Good time management/organisational skills with the ability to
prioritise a demanding workload whist adhering to deadlines

4
Basic Knowledge of the Criminal Justice Environment
5
Ability to cope with frequent change and adjust to the introduction
of new systems and procedures

6
Ability to demonstrate a high degree of accuracy in respect of work
undertaken

Desirable
