Cumbria Constabulary

HAY JOB PROFILE

Job Title: Firearms Licensing Assistant

Department: UOS

Reports To: Firearms Licensing Department Manager

Location: Headquarters

All employees must ensure compliance with the Cumbria Constabulary Health and Safety Policy, and all other relevant statutory Health and Safety legislation
This job profile has been written primarily for evaluation purposes and may not detail some less major duties allocated to the post holder, or cover duties of a similar nature, commensurate with the grade, which may from time to time be reasonably required by the relevant manager.

1.JOB PURPOSE

Be responsible for determining whether an applicant is suitable to possess a certificate or permit issued under the terms of the Firearms Acts. Be responsible for the collation of information and production of reports relating to continued suitability. Be responsible for the production of certificates, permits and letters relating to firearms licensing legislation.

2.PRINCIPAL ACCOUNTABILITIES

2.1 Be fully conversant and have an in-depth understanding of legislation, Home Office and ACPO guidance relating to the issue of firearm and shotgun certificates, permits and European Firearms Passes.

2.2 Responsible for ensuring an applicant meets legislative criteria, Home Office and ACPO guidance before a certificate is issued. Determining from PNC, PND, Police Works, local intelligence information and Enquiry Officers reports that an applicant is not prohibited and will not be a danger to public safety or the peace.

2.3 Responsible for the compilation and production of reports, making recommendations, for review, by senior management and/or ACPO detailing facts regarding an individual’s suitability to possess firearms, with a need to research and collating details from a variety of sources: interrogation of PNC, PND, local Intelligence data base, STAN and medical records. Verify and assess all appropriate information relating to a particular incident/matter and the history of an individual. Gain an understanding to the situation and the potential risk of an individual continuing to hold certificates whilst considering all legislative requirements

2.4 Responsible for the preparation and production of letters sent to certificate holders or applicants, ensuring all information, to confirm, reinforce or provide specialist advice regarding legislation is given in a clear and concise manner.

2.5 Be responsible for the planning and organising of their workload to ensure the effective use of resources and to maintain the provision of a high quality of service to members of the public, all users of the firearms department and to prevent certificate holders from having illegal possession of firearms.

2.6 Be responsible for maintaining accurate information on manual and electronic files and data bases, with cross reference to source information/documents and relevant records, in accordance with Force Policy, Data Protection requirements and the Firearms Acts.

2.7 Be responsible for the review, retention and disposal of information and records in accordance with national guidelines.

2.8 Understand, by successful completion of PNC training course, how the use of NFLMS updates and provides information on PNC.

2.9 Liaise with PNC records bureau for vetting procedures, maintenance of records and correction of discrepancies that occur between NFLMS and PNC or intelligence systems. Liaise with Intelligence Officers/Units for the correction/updating of intelligence nominals, to ensure accurate records and MOPI compliance.

2.10 Liaise with computer programme suppliers in respect of errors that occur and suggestions for upgrades and improvements.

2.11 Be responsible for releasing accurate information relating to firearms and their holders to interested parties within the Constabulary and external forces in accordance with Force Policy and Data Protection requirements.

2.12 Responsible for ensuring correct fees have been paid or refunded as necessary.

2.13 Responsible for receiving firearms, ammunition, knives and other weapons that are to be destroyed, being physically able to assist with the carrying of such items. Ensuring the correct documentation and authority to destroy has been received and confirmed by all relevant parties. Acceptance of the item has been recorded and an audit trail is maintained.

2.14 Monitor internal intelligence systems (Sleuth) and be responsible for the retrieval of information, in accordance with force policy and Data Protection requirements, relating to the holders of certificates and/or permits issued under the terms of the Firearms Acts. Following successful completion, carry out vetting checks of all applicants against PND.

2.15 On a weekly basis, in accordance with guidance notice times, retrieve documents which relate to certificates due for renewal, by use of computer systems produce reminder letters, collate letters with necessary application forms, prepare for mailing and place files in renewal process system. send out renewal reminders and application forms to existing and new applicants.

2.16 Collate information relating to firearms and certificates that have been lost or stolen within the UK, prepare a summary and advise all registered firearms dealers of the facts, reply to other police forces with any results requested.

2.17 Be responsible for the maintenance of records in respect of land for which certificate holders have provided details and wish to shoot over, ensuring reports pertaining to the suitability of the land for the specified purpose, are archived using electronic scanning systems.

2.18 To deal with telephone enquiries and queries, maintaining dialogue in a constructive manner to be able to provide detailed advice, exercising discretion, using problem solving skills and appropriate research, in relation to the Firearms Acts, either by certificate holders, members of the public, police officers, the Home Office, ACPO and other agencies or face to face, at the public reception area.

2.19 To assist with archiving and retrieval of documents within the office.

2.20 Assist in the induction and training of new members of staff regarding administrative procedures, use of computer systems and legislative requirements relating to the Firearms Acts.

2.21 Attend regional and local user group meetings to collaborate and share best practice and procedures.

2.22 To carry out such other duties which are consistent with the nature, responsibilities and grading of the post.

2.23 Act as Gun Club Liaison Officer for the Constabulary. Conduct enquiries on behalf of the Home Office to ascertain the suitability of Club Officials and co-ordinate the production of an approved club firearm certificate.

2.24 Carry out continuous monitoring of stocks of all stationary items and re-order as necessary.

2.25 Provide statistics as directed by the management team by conducting regular checks of data held to ensure relevance and accuracy of information and maintenance of data base records. Annually produce reports to assist with projected income.

3.DIMENSIONS

The Post holder will frequently act as a point of contact for the Constabulary for police officers, members of the public, certificate holders, firearms dealers, gun club secretary’s, other police forces, Home Office and outside agencies on matters relating to firearms licensing.

The post holder will assist in the production of in excess of 10,000 certificates/permits resulting in approximate annual revenue of £122k, a variety of reports and letters and maintenance of records in accordance with legislation and guidance.

4.KEY FEATURES

4.1Framework and Boundaries

All work is governed by legislation and the post holder must comply with statutory requirements in relation to information management including the Data Protection Act 1998 and Freedom of Information Act 2000.

The post holder will be required to keep abreast of legislation changes, have a high degree of knowledge and the ability to interpret and explain legislative requirements in written and verbal formats.

4.2Important Working Relationships

Internal

  • ACPO with responsibility for firearms licensing
  • Firearms Licensing Department Enquiry Officers
  • PNC records bureau
  • Police Officers
  • Central Services Department
  • Vetting’s Office
  • Information Communication Technology
  • Finance department
  • Prosecution department

External

  • Home Office
  • NPIA
  • Computer programme suppliers (Anite and WPC)
  • Members of the public/certificate holders.
  • Firearms dealers and gun clubs.
  • National Gun Club authorised bodies

4.3PPF Behaviours

  • Decision making
  • Openness to change
  • Service delivery
  • Professionalism
  • Public service/Serving the Public
  • Working with others

5.ORGANISATION CHART

Agreed by Post Holder: Date:

Line Manager: Date:

Head of Department/

Division: Date:

CUMBRIA CONSTABULARY

PERSON SPECIFICATION

JOB:Firearms Licensing Assistant

LOCATION:Headquarters, Penrith

Essential / Desirable
Experience
and
Knowledge
Skills & competencies required.
Eg Geographical knowledge of the area, familiarity with certain legislation. / Proven computer literacy, including Microsoft Word and Excel.
Experience of report and letter writing.
Able to demonstrate high standard of accuracy and attention to detail.
Proven experience of working to legislation/guidance.
Experience of inputting, recording and retrieving information.
Previous experience of working in a clerical or administrative capacity
Experience of dealing with the public / Experience of using NFLMS computer system
Experience of using a document scanning system.
Knowledge of firearms legislation and guidance
Appreciation of firearms uses.
Education and
Training
General education
Specialist training / Maths and English skills at minimum of GCSE level (A-C)
IT literate
Qualified to PNC read only standard (following training)
Qualified to utilise PND (following training)
Qualified to interrogate local intelligence systems (following training)
Qualified to use Police Works (following training) / .
.
PPF Behaviours / Decision making
Openness to change
Service delivery
Professionalism
Public service/Serving the Public
Working with others

Circumstances

Eg: Driving licence/mobility
Shift working
Unusual/irregular working hours
Standby/callout / Ability to handle and carry firearms and successful completion of safe handling training course. / Current driving licence

Policing Professional Framework (PPF)

Level 1

A Level 1 must be able to

Plan and manage your own workload

Personal Qualities

Decision making

Gathers, verifies and assesses all appropriate and available information to gain an accurate understanding of situations. Considers a range of possible options before making clear, timely, justifiable decisions. Reviews decisions in the light of new information and changing circumstances. Balances risks, costs and benefits, thinking about the wider impact of decisions. Exercises discretion and applies professional judgement, ensuring actions and decisions are proportionate and in the public interest.

Leadership

Openness to change

Positive about change, adapting rapidly to different ways of working and putting effort into making them work. Flexible and open to alternative approaches to solving problems. Finds better, more cost-effective ways to do things, making suggestions for change. Takes an innovative and creative approach to solving problems.

Service delivery

Understands the organisation's objectives and priorities, and how own work fits into these. Plans and organises tasks effectively, taking a structured and methodical approach to achieving outcomes. Manages multiple tasks effectively by thinking things through in advance, prioritising and managing time well. Focuses on the outcomes to be achieved, working quickly and accurately and seeking guidance when appropriate.

Professionalism

Acts with integrity, in line with the values and ethical standards of the Police Service. Takes ownership for resolving problems, demonstrating courage and resilience in dealing with difficult and potentially volatile situations. Acts on own initiative to address issues, showing a strong work ethic and demonstrating extra effort when required. Upholds professional standards, acting honestly and ethically, and challenges unprofessional conduct or discriminatory behaviour. Asks for and acts on feedback, learning from experience and developing own professional skills and knowledge. Remains calm and professional under pressure, defusing conflict and being prepared to step forward and take control when required.

Public service/Serving the Public

Demonstrates a real belief in public service, focusing on what matters to the public and will best serve their interests. Understands the expectations, changing needs and concerns of different communities, and strives to address them. Builds public confidence by talking with people in local communities to explore their viewpoints and break down barriers between them and the police. Understands the impact and benefits of policing for different communities, and identifies the best way to deliver services to them. Works in partnership with other agencies to deliver the best possible overall service to the public.

Working with others

Works co-operatively with others to get things done, willingly giving help and support to colleagues. Is approachable, developing positive working relationships. Explains things well, focusing on the key points and talking to people using language they understand. Listens carefully and asks questions to clarify understanding, expressing own views positively and constructively. Persuades people by stressing the benefits of a particular approach, keeps them informed of progress and manages their expectations. Is courteous, polite and considerate, showing empathy and compassion. Deals with people as individuals and addresses their specific needs and concerns. Treats people with respect and dignity, dealing with them fairly and without prejudice regardless of their background or circumstances.