Job Details
Information for Internal Staff who wish to apply for this role as a secondment:
Please see the attached secondment form to fill in by all internal staff.
If you would like to apply for this temporary post as a secondment you must have the prior approval of your current Line Manager and Head of Department. Please therefore ensure you have completed the ‘Police Staff Internal Secondment Declaration’, and forwarded it as instructed to obtain their sign-off. This step must be completed so the form is submitted as part of the application process, prior to the vacancy’s closing date. Your declaration form should be uploaded alongside your application form. Please note that completion of this declaration is required whether or not your application is supported. Lack of managerial support will not prohibit you from applying, but it may have implications on your employee status. As a result you should consider this fully. Such applications will be treated on a case-by-case basis and following consultation with the Head of HR & OD, as per the Secondment guidance.
Key Responsibilities
1. Provide generalist administrative support to the Summary Justice Unit, including managing enquiries and, as appropriate, directing more complex enquiries onto the relevant area for resolution.
2. Create, update and maintain records held on the relevant computerised and manual filing system(s) throughout the department, ensuring that the information is accurate, up to date, accessible and compliant with local, regional and national guidelines.
3. To research and provide information and statistics to stakeholders using the appropriate systems in line with legislative and operational requirements. Quality assurance of any information that is received, ensuring the accuracy and consistency of the data. Evidence and escalate any identified issues and, where appropriate, provide advice to support improvements in information quality.
4. Develop a thorough understanding of the relevant legislation and procedures to support the processing of the required legal documentation in line with any service level agreements that are in place.
5. Regularly liaise with multiple internal and external stakeholders to ensure an efficient and effective service is provided.
6. To be responsible for:
a. Initiating prosecution procedures, including but not limited to, assessing a case, conducting further enquiries to identify relevant offences and making decisions in relation to the initial charges to be included on the charge sheet. b. Preparing, quality assuring and submitting accurate prosecution files which help to ensure successful prosecution rates.
c. Obtaining, quality assuring, redacting, reformatting, and preparing any supporting/additional evidence which supports achieving successful prosecutions through the Criminal Justice System.
d. Liaising with the Office in Case (OIC) and the Crown Prosecution Service (CPS) to undertake further evidential enquiries when required, ensuring they are managed within the agreed timeframe(s).
e. Identifying, addressing and highlighting instances where high risk and/or criminal offending is either present or at risk of occurring.
f. Provide support and guidance in relation to correspondence with members of the public regarding traffic offences and the associated process(es).
g. The creation of postal requisitions or single justice notices to be served on a defendant and list the matter for a court date. Support the location of defendants in instances where a postal requisition is returned and instigate the process for reissuance.
7. Develop a thorough understanding of the relevant legislation and procedures to support the processing of the required legal documentation in line with any service level agreements that are in place.
8. To give regular and effective service.
What we need from you
You should be educated to QCF Level 2 (3-5 passes) OR work experience deemed to have brought the post holder to a comparable level.
Experience of working in a busy administrative environment, undertaking complex administrative tasks to a high standard.
Desirable – Previous experience working within a policing and/or criminal justice environment.
What we offer
As an employer, Hampshire & Isle of Wight Constabulary also offers many other benefits which include:
Competencies
We are Emotionally Aware – Level 1
We take Ownership – Level 1
We Analyse Critically – Level 1
You should also be aware of the values of Courage, Respect and Empathy, and Public Service.
Application and Interview
If you’ve never completed a competency-based application or interview before, make sure you read each competency or value in detail, research the STAR (situation, task, action, result) format and use it when giving evidence. This candidate guidance for completing an application form will assist you.
Contact details for an informal discussion
You can contact the recruitment Team via email at police.recruitment@hampshire.police.uk
By Telephone: 023 8045 1611 (Recruitment Team Helpline) – staffed between 08.30-16:30 Monday to Friday.
Work Location: Currently Mottisfont Court, Winchester but moving to Eastleigh House, Eastleigh in 2027.
Additional requirements
Provide cover and/or additional support to the other clerical roles within the Summary Justice Unit as required.
Assist in the development and maintenance of IT systems and administrative processes to ensure that the SJU is operating as effectively
and efficiently as possible.
An initial 6-month probationary period will apply on appointment to the role. All role holders will need to undergo and maintain appropriate vetting in order to carry out the full duties of the role.
HIOWC-Role profile-SJU Traffic Prosecutions Team Clerk-2025-03-25.pdf – 249KB