Syp - Holmes Indexer - March 2023

**Role**:HOLMES Indexer

**Department**:Legal Services

**Location**:Force HQ, Carbrook, Sheffield (Hybrid)

**Salary**:£24,552 - £26,958 (Band C)

**Hours**: 37 Hours per week

**Contract Type**:Temporary (2 years, 6 months)

**Role Purpose**:
The successful applicant will maintain an auditable document flow in order to accurately Index and report the successful input of information as directed by the Major Incident Room (MIR) Office Manager / Indexing Team Leader.

**Key Responsibilities**:

- Maintain an auditable document flow and designated indices as instructed by the MIR Office Manager in order to accurately index, and report the successful indexing, of information as required. _(Assist with MIRSAP Registrar duties)._
- Raise actions indicated in the documents, fully research, prioritise and index the action, ensuring it is in clear and precise terms to enable the outside enquiry teams to carry out their tasks. _(Assist MIRSAP Action Manager duties)._
- Recommend minor procedural changes to enhance the efficacy of the HOLMES system.
- Identify and exploit interdependencies between HOLMES and allied databases, e.g. CLIO.
- Take the initiative and action consistent with _MIRSAP, the Data Protection Acts and Regulation of Investigatory Powers Acts to_resolve document flow or index issues,
- Provide complex technical / specialist advice and guidance regarding the HOLMES and allied databases, sometimes this guidance will be to non-technical recipients e.g. police officers.
- Communicate with national or Government bodies to obtain or give technical information e.g. CPS, Home Office.
- Support the Court process as necessary to detail, validate and account for the operation of the HOLMES system and/or document flow.
- Guide and allocate work to ancillary staff deputed to assist others in the maintenance of the IT databases. (Indirect supervision)
- Receive and accurately record telephone calls to ensure relevant information is processed as appropriate e.g. Identify and progress the urgent.
- Attend briefings and meetings internally and externally making notes as directed by the management team and SIO.
- Support the SIOs in reviews of ongoing enquiries, archived enquiries, and act as indexer where required.
- Assist the officer in the case to produce schedules and court prints for the prosecution.
- Set up and maintain satellite ‘paper-based’ MIRs at District locations within SYP as the person responsible for the expert conduct and auditability of these databases.
- Work within a Casualty Bureau in the event of mass disaster as a call handler to input details of missing persons, casualties, survivors, evacuees and deceased persons.
- Undertake any task appropriate to the grade of the post as directed by the MIR Indexing Team Leader, eg assist trainee Indexers, provide guidance, support and development and ensure confidentiality is maintained.
- Undertake administrative tasks such as CLIO Log Keeper, the filing and retrieval of documentation, and/or act as proof-reader in conjunction with the typist. Scan documents into the HOLMES system.

**Skills and experience**:

- HOLMES Trained
- Previous experience working within a MIR
- Experience of working to a high level of accuracy
- Must be able to analyse and interpret information and take appropriate action

For further information relating to the role and tasks of this position, please refer to the attached role profile.

**Benefits**:
We offer generous entitlements and supportive policies to enable a better work-life balance, some of which are listed below:

- Generous annual leave allowance
- Flexible and hybrid working
- Generous ‘family’ leave
- Voluntary CPD Events for all staff to allow continuous development
- Mentoring & Coaching Scheme
- Paid Professional Subscriptions when relevant to role
- Access to a range of occupational health facilities
- Generous pension scheme
- Employee assistance service (accessible 24/7)
- Additional benefits for Westfield Health members
- Cycle to work scheme
- Sports and Social Club

**Eligibility**:
**Appearance & Standards**:
SYP is committed to striking a proportionate balance between self-expression and the need to maintain role sensitive professional standards in dress and appearance. Officers, staff and volunteers of South Yorkshire Police are permitted to have tattoos visible whilst on duty provided the tattoo is not considered to be unacceptable or otherwise inappropriate. Tattoos will be reviewed as part of the recruitment and selection process.

**South Yorkshire Police’s Key Values**:
Please find attached information sheet on South Yorkshire Police’s Key Values. The force has a particular focus on three areas, Fairness, Integrity and Trust. Under each of these three headings there are key behaviours we expect all employees to adhere to.

**Smarter ways of Working**:
South Yorkshire Police is committed to developing working practices which assist staff to balance their personal and professional l