NOTTINGHAMSHIRE POLICE JOB DESCRIPTION. Department/Location: Operational Support Division

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1 NOTTINGHAMSHIRE POLICE JOB DESCRIPTION Job title: Accident Records Clerk Department/Location: Operational Support Division Responsible to: Accident Records Officer Responsible for: Ensuring that collision records are recorded and logged within the unit systems and that all correspondence is handled and actioned within appropriate timescales. Deal with enquiries from internal and external customers and handle information in accordance with MOPI principles. Date: 2 August JOB PURPOSE The post holder will be required to provide administrative assistance to the department, including, the use or word processors and document imaging technology to assist the Accident Records Officer in the efficient operation of the Accident Records Department. To maintain an accurate record of all recordable collisions and to ensure that the necessary collision cards are submitted on time to meet the deadlines for STAT19 data required by the Department for Transport. PRINCIPAL ACCOUNTABILITIES 1. To participate in the Force PDR process and take responsibility for identifying your own professional and career development needs. 2 Interrogate POETS daily to identify recordable road traffic collisions in accordance with DfT guidelines. To receive collision cards and supplementary reports, and scan and accurately index these onto the Document Imaging System. Ensuring that the collision cards have been correctly completed to the relevant standard by the reporting officer and to initiate the appropriate reminders regarding omissions/inaccuracies. 3. To ensure that a memo/ is sent to the officer dealing if a card has not been received within 10 days of the reported incident requesting prompt submission or explanation as to why one is not required. Maintain on a daily basis a data base of outstanding collision card information that on a weekly basis is circulated to all Divisional Commanders and Audit Inspectors. To ensure the despatch and return of collision cards between accident records and the Accident Investigation Unit at Trent Bridge House.

2 4. To deal with all collision cards submitted from foreign forces by creating a supporting log on VISION and ensuring that the information is forwarded to the relevant Division for allocation of officer and necessary enquiries to be made. 5. To receive other documentation including court files, statements, sketch plans, HORT2s, Forensic Collision Reports, photographs, etc and scan and attach to correct file within the Documation System ensuring appropriate updates are made. 6. To receive correspondence and telephone enquiries from outside organisations, i.e. insurance companies, solicitors and members of the public regarding road collisions. Ensuring any fees have been paid and giving customers a point of contact. Compile letters, s and reports as required. 7. To correctly identify vehicle accident files requested by outside organisations, to peruse the contents and determine the action required formulating the correct written response in according with force policy, the Data Protection Act and MOPI compliance. 8. To liaise with other departments within the organisation to acquire information on the progression of criminal prosecutions. To liaise with the Criminal Justice function for pending cases and the CPS in order to maintain an up to date record of court results. 9. Ensure that information in connection with collisions is filed within the document Imaging System, in the appropriate file without undue delay. Safeguarding the relevance and accuracy of the advice given and tasks undertaken. 10. To bring any problems associated with collision records to the attention of the Accident Records Officer but deal with problems and use initiative where appropriate. Provide cover for the Accident Records Officer if absent 11. Advise and direct internal and external customers with respect to accident procedures and collision files in accordance with Home Office and force policy both by telephone and correspondence. 12. Take ownership of day to day activities managing an individual work load. Being responsible for answering all enquiries relating to their caseload chasing missing information and updating their diary. Interrogate various Force systems and databases to obtain essential information and take the appropriate action.

3 1. DIMENSIONS Financial: Staff: No financial responsibility N/A Sphere of activity: To provide clerical and administrative support. Other:

4 2. ORGANISATIONAL/DEPARTMENTAL CHART Chief Inspector Roads Policing Traffic and Casualty Reduction Manager Accident Records Officer Accident Records Clerk 3. ACCOUNTABILITY Job Description updated for Tranche II of the Force Change Programme. Previous job description completed in 2001 however role remains fundamentally unchanged. Prepared by Andrew Charlton Chief Inspector Head of Roads Policing Signature Date 19 th May 2011.

5 NOTTINGHAMSHIRE POLICE PERSON SPECIFICATION Job Title: Accident records clerk Department/Location: Operational Support Division Date: May 2011 CRITERIA KNOWLEDGE AND EXPERIENCE Use and application of a range of IT packages (e.g. Office, Word, Outlook, Excel) Administrative / Clerical / Customer Service experience METHOD OF ASSESSMENT /test SKILLS AND ABILITIES The post holder must have experience of working to strict deadlines and show an understanding of prioritising tasks. Collate and record information from a variety of different sources The post holder must be highly motivated, self confident, enthusiastic, and be able to work as apart of a team Must be able to work on own initiative, without supervision and make accurate judgements to solve practical problems. Ability to communicate both orally and in writing in a clear, concise and tactful manner with both internal and external customers. Ability to pay attention to detail and be methodical in approach to working practices. The post holder needs to be aware that their diligence will impact on the satisfaction of customers and their ability to achieve recompense for injury or loss.

6 The post holder must have the ability to interpret force policy and relevant legislation and put it into practise in their daily working activities. EDUCATION/QUALIFICATION Qualification in IT or relevant experience form/ interview OTHER Committed to Customer Care. Must be aware of and/or have the ability to develop an awareness of Equal Opportunities issues and to comply with Nottinghamshire Police Equal Opportunities Policy Statement Form/Interview Form/Interview ACCOUNTABILITY Prepared by (Post) Signature Date