Purpose

• To assist with providing management of non sworn resources and support services with a strong focus on file management requirements: overview of data integrity from capture of source information (data) to file completion.
• Leadership, coordination and management responsibilities to comply with directives, policies and procedures as prescribed by Archives New Zealand.

Key Accountabilities

1. Service Delivery

Provides a quality assurance process on all initial Offence Reports from District staff by:

• receiving all initial offence reports from District Staff .
• assessing the work on the file, ensuring that the Reporting Officer has completed the report to a suitable standard and recommended appropriate action.
• referring back to the Officer or Supervisor for further action if required, outlining recommended alternative action.
• forwarding on to relevant party for further investigation where appropriate.
• ensuring that required protocols for files have been complete.

Builds effective relationships with District Police staff to ensure File Management processes are supported and adhered to by:

• Setting benchmarks and guidelines for District Staff on minimum standards for file management.
• Training District staff on those standards and guidelines regarding the file management process and outlining criteria that is expected.
• Acting as a conduit between the Victim and the Police on what stage a file is at during the file management process.
• Liaising with both individual staff members and Supervisors to outline any areas of concern or discrepancy.
• Reporting to the District Management Group on key issues identified in the Quality Assurance process.

Ensures an effective and efficient file management service by:

• monitoring and distributing workload to file management support clerks.
• regular auditing of staff output to ensure quality levels of service are being maintained.
• Setting up and implementing minimum standards and monitoring performance against those standards.
• Identifying areas for staff development and training to ensure that work provided is consistent and of the quality required.

2. Relationship Management   

• Provides a focal point to identify, raise and promote issues on behalf of District staff, on appropriate paperwork and file management related issues.
• Establishes and maintains appropriate internal and external working relationships with identities who require a service or information.
• Uses interpersonal skills effectively in group and individual situations.
• Develops networks inside and outside the organisation to achieve best results for the District as a whole.
• Develops and fosters an understanding of roles and responsibilities with key stakeholders.
• Provides pro-active, timely, accurate advice and shares information with appropriate stakeholders.

3. Team Management 

• Plans, develops and monitors the performance of staff in the team ensuring that they are motivated, trained and encouraged to the best of their abilities.
• Completes performance appraisals for staff in a timely fashion.
• Takes the constructive approach to team efforts and supports other team members where possible.
• Contributes to a safe and healthy working environment by:
• Complying with OSH workplace policies and standards;
• Contributing to the identification of OSH issues within the workplace and ensuring they are dealt with appropriately.

Additional Key Accountabilities:
 
Position Requirements

Competencies

Accountability for Performance

Effective performers take personal responsibility for achieving personal and team goals and targets. They set clear objectives and are committed to their work. They plan, prioritise and use their time and energy effectively to achieve desired outcomes. They promote accountability in others and take responsibility for their own actions and decisions 

Challenging for Continuous Improvement

Effective performers are flexible and responsive to the changing needs of the community and organisation. They constantly seek improvement to ensure effective and efficient service delivery. They demonstrate the ability to adapt to new situations and promote and encourage initiatives for personal and organisational improvement 

Influential Leadership

Effective performers communicate a vision, provide direction, co-ordinate and develop individuals and teams. They inspire and motivate others through personal example, while enabling colleagues to maximise potential. They use a combination of authority and influence at all levels of the organisation. 

Technical Skills

• Demonstrates proven knowledge and ability to motivate and manage a team.
• Demonstrate comprehensive knowledge and experience of quality assurance management including assessment, monitoring and auditing.
• Demonstrate good written and verbal communication skills

For selection purposes each of the above competencies will be considered in relation to the following:

1. Potential to perform well in the position, given a reasonable period of time for familiarisation and/or training.
2. Personal attributes and temperament relevant to the position.
3. General health which will allow for the performance of all duties and functions of the position.