Operations Specialist Support Team (OSST) HOLMES Indexer

As a HOLMES Indexer within the IOPC, you can expect to work in a progressive and dynamic organisation with declared and strong core values.  This role has opportunities to be involved in the implementation of new processes and contribute to the investigation process. The work will be fulfilling and offer opportunity for personal growth and satisfaction.

Responsible for accurately inputting, analysing and researching data on the Home Office Large Major Enquiry System (HOLMES). Ensuring compliance with the Investigation policy decisions, national guidelines and provide support and guidance to investigations staff working on HOLMES supported investigations.

Alongside other Operations Specialist Support Team members, ensure the database is fit for purpose to enable disclosure to take place, build files for court and create jury bundles. Participate in de-briefs and/or other forums to provide details of any lessons learnt during an investigation to enable discussion, in relation to IOPC HOLMES processes. To inform future policies and practises by ensuring HOLMES forms part of the IOPCs learning and development environment.

The HOLMES Suite located at the Sale office, is purpose built to support a major investigation or an Investigation of National Significance. There is appropriate security and suitable storage for investigation material, including exhibits.

This role will particularly focus on providing support in relation to disclosure for misconduct and criminal proceedings.

As a HOLMES Indexer you may view some distressing or sensitive material gathered as part of our independent investigations.

To effectively support HOLMES supported Major Investigations, in relation to Police Reform Act (PRA) and Criminal Investigations. The support of the team relates to investigations managed on the Home Office Large Major Enquiry System (HOLMES).

• Assist with the maintenance and management of key information received during an IOPC investigation through maintaining a HOLMES database to support any level of IOPC investigation.
• Maintain the HOLMES database through indexing and administrative tasks in accordance with local policies.
• Undertake detailed research prior to creating any records to avoid duplication
• Accurately register all documentation entering the investigation to appropriate indexes on the HOLMES 2 database
• Raise actions, as requested by a receiver or other designated requestor to the correct index and with enough information to assist the investigator in knowing where to obtain initial information about the subject of the action. Ensuring you record the source document for the action and being mindful of disclosure requirements for any personal information within action text.
• Index all documents, as required depending on the level of investigation by: -
• creating all relevant indexes and adding all known information
• creating cross reference descriptions detailing the contents of the document to all appropriate
• add links to records to show associations noted within documentation to ensure the index accurately reflects all information known
• ensure information in free text fields can be traced to its original source
• To assist in the collation and dissemination of accurate and relevant information to ensure investigative resources are effectively and efficiently utilised.
• To assist in the collation of accurate and relevant data for inclusion in reports and in response to other information requests
• Whilst carrying out daily duties any records identified on the database as requiring review should be advised to the OSST HOLMES Indexer/Investigation Support Unit Team Leader or the OSST Reader/Receiver Team Leader, for assessment.
• Assist in the preservation and integrity of all HOLMES material (excluding exhibits) by following handling processes, maintaining a standard filing system that is regularly audited and following a signing out policy for any material leaving the HOLMES Suite.
• Assist the Lead investigator with preparation of Case File Documentation for CPS or Coroners Court and as required, jury bundles from HOLMES
• Assists, when appropriate, in the day to day tutoring/mentoring of new staff with the HOLMES Suite, providing on the job training, support and encouragement.
• Assist and liaise with staff members to maintain good communication and relationships with colleagues.
• Attend briefings as required

These main duties and responsibilities are intended only as a guide to the main responsibilities of the post and are not intended to restrict the scope of the post holder to perform other duties. Additional responsibilities for the post holder may be agreed on an individual basis and recorded as part of the annual performance review role requirement.

This post may be requested to temporarily deploy to other IOPC offices or locations to provide temporary support in setting up a new or ongoing major investigation. Travel and accommodation will be supplied and reasonable subsistence expenses paid according to the agreed Travel and Subsistence policy.

Essential Experience/Skills

• Recent experience (on or after July 2024) undertaking the role of HOLMES Indexer on large and/or complex investigations

• Proven experience of researching the HOLMES database to provide information, as requested to the Director or Operations Manager
• Proven experience of working effectively in a team environment.
• Ability to work effectively under pressure,
• Experience of dealing with internal parties to complete tasks successfully.
• Experience of knowledge sharing across internal departments to enhance in-house learning
• Experience of working on own initiative and taking decisions within a framework of delegation
• Analytical skills with the capacity to absorb/organise new information to ensure well briefed on new topics.
• Comfortable taking decisions within a clear framework of delegation.

• Experience of analysing and extracting information from various sources and translating and summarising into a clear format for others
• Experience of working in an environment where a high level of attention to detail and an ability to work accurately is essential
• Sound administrative skills, ability to work under pressure and prioritise tasks.
• Experience of dealing with internal parties to complete tasks successfully.
• Strong inter-personal (written and oral) communication skills.

Desirable Experience/Skills

• Practical knowledge of Data Protection Act, Freedom of Information and Government Protected Marking Scheme.