Vacancy Information
Division / Department - Criminal Justice
Grade - Grade C
Status - Full Time
Contract Type - Permanent
Salary Grade Range - £21,641 - £24,731
Working Hours - 36.25 Hours per Week
Shift Allowance -
Politically Restricted -
The starting salary for this role will usually be at the bottom of the salary range and will be pro-rata if the working hours are less than full time.
The Role
The Surrey Criminal Justice department are looking for an Admin Assistant to support their Youth and Checkpoint team at Guildford. The main purpose of this role is to track young people and adults’ files coming through the team from the initial referral through to the multiagency panel or allocation to case workers and finalisation of files and records on spreadsheets and Niche. Liaising with the Sgts, you will be required to log all incoming cases, onto a spreadsheet and our computer system SafetyNet, and then working with other agencies commence a number of checks on the offenders. You will also be required to track incoming files, update outcomes and organise the allocation of cases. As one of a team you will be responsible for answering calls from and making calls to officers, offenders and victims. You will be writing then sending out letters to the offenders and victims as part of the process. There is a need to regularly liaise with other agencies, including the Women’s support centre and Surrey family services. In order to do this role successfully you’ll need a high level of computer skills, you must be fluent in the use of Excel and Word as well as Outlook, iprocurement and Niche with PNC as a desired skill. You will be required to learn new systems such as ECINS. You must have excellent time management skills as it is a very busy office with competing demands. You will need to be able to interrogate Surrey Police systems and should have experience in producing clear and concise written reports and records. You will need a professional, customer service focussed approach as the job will entail phone work with members of the public. You will possess good interpersonal skills and have the ability to work well with colleagues and professionals from a variety of agencies and backgrounds.
Key Responsibilities
Track and process criminal justice files coming into the team. Assist in file preparation for the Joint Decision-making panel
2.2 Administration of the Youth and Checkpoint team, including creation and maintenance of spread sheets, maintain diaries, type letters and reports on behalf of Supervisors.
2.3 Respond to queries either to the mailbox, by telephone or personal callers, external agencies, partners, offenders and victims, to ensure prompt and effective attention and, if required, appropriate onward referral for attention.
2.4 Receipt and dispatch of internal and external mail
2.5 Allocate and arrange appointments as guided by members of the team and book appointments as required.
2.7 Maintain and access databases used within the team including PNC for administrative and operational purposes ensuring full confidentiality
2.8 Manage the administrative processes for Joint Decision making Panel process including the recording of relevant checks from partner agencies data systems
2.9 To have sufficient procedural knowledge to advise police officers, victims and offenders who contact the team.
2.10 Access, and then interpret data to inform and produce regular accurate performance reports. Produce reports showing graphical illustrations of performance.
Skills & Experience
3.1 Experience of first line customer service
3.2 The ability to demonstrate a good standard of keyboard and typing skills
3.3 Experience of a range of Microsoft products e.g. word, excel and outlook. Must be able to use Excel to a high standard
3.4 Good communication and interpersonal skills to provide good customer service and to be able to deal with queries courteously and effectively
3.5 The ability to produce clear, legible, concise and accurate records and letters, with attention to detail
3.6 The ability to use complete discretion, maintaining a high level of integrity, diplomacy, tact and confidentiality at all times, given the sensitive nature of the issues dealt with in the CYIT
3.7 Experience of prioritising conflicting demands and responding accordingly, with the capability to be flexible and work to timescales 3.8 The ability to demonstrate good time management skills and be capable of working unsupervised, calmly and accurately under pressure
3.9 The ability to work effectively as a member of a multidisciplinary team
4.0 Show empathy and patience when dealing with victims and offenders
Further Information
We recognise that our people are balancing demanding careers with commitments and interests outside of work. We welcome applications and discussion with candidates to allow some home working once fully trained in line with the needs of the department.
This vacancy will be based at, Guildford Police station.
For further information about the role please contact Sgt Simon Berger on 01483 630028.
Additional Information
Following submission of your application you will receive a confirmation email with a copy of your application attached. Occasionally emails from this address can fall into spam/junk folders so please ensure this is checked regularly. You may wish to consider adding noreply@surreysussexpolice.as.recruitmail.com to your address/contact list to ensure you receive all communications.
This post is being advertised in parallel with Force redeployment processes. Any redeployees who are identified will be given preference. This may result in the post being withdrawn at any point during the recruitment process.
Please note that not all jobs are available for internal candidates across both Forces, the current agreed recruitment principles are;
- vacancies in collaborated units are available to all officers and staff across both Forces
- vacancies in non-collaborated units are only available to officers and staff within the Force with the vacancy unless it is advertised externally.
If the vacancy is advertised externally and an officer or member of staff from the other Force is success it will result in a transfer of employment
Surrey Police and Sussex Police Special Constables, Volunteers and Agency Staff (excluding self-employed workers) covered under the Agency Worker Regulations (AWR) are eligible to apply for internal advertised posts.
Diversity Statement
We are only as good as our people. It's really important that our officers and staff can be themselves in the workplace and we know that as an organisation we'll grow from the variety of thinking, approach and skills that diversity brings; all of which help us deliver a better policing service. We strive to ensure how we deliver our services, provide information and how we recruit is open and accessible to all.
We have multiple staff support groups who help to improve our understanding of minority issues and ensure they are reflected in our work. We are proud members of the Stonewall Workplace Equality Index and Disability Confident, a signatory of the Race at Work Charter and aligned with the Armed Forces Covenant and the HeForShe movement.
We value the differences that people bring from all backgrounds and communities. Regardless of age, sex, ethnicity, sexual orientation, gender identity or gender expression, disability, social status or religious beliefs, we would love to hear from you.