Ref: HRPCI0818

JOB DESCRIPTION

Job Title: / Paralegal
Responsible to: / EO1 - Corporate Information
Keeping People Safe is WHAT we do and Policing with the Community is HOW we do it.
Our success depends on having the right people, in the right roles with the right skills, performing at an optimum level.
Each member of staff within PSNI, whether police officer or police staff, operational or non- operational, has a role to play in contributing to this vision and by working together, PSNI will succeed in delivering a policing service that will deliver our vision To Build a Safe and Peaceful Society.

Job Summary:

The role holder will assist the EO1 in attaining the Chief Constable’s statutory

obligations under the Data Protection Act 1998 (DPA1998), Freedom of Information Act 2000 (FOI 2000), and Environmental Information Regulations 2004 (EIR 2004) and the Data Protection Bill 2018 (to be enacted)and dealing with individuals enacting their rights under new Data Protection legislation by responding to queries, and promoting awareness throughout the PSNI.

The role holder will assist the Organisation in meeting its statutory obligations

in relation to the new data protection legislation– the Data Protection Bill 2018, enshrining the Law Enforcement Directive (‘LED’) (to be enacted) and theGeneral Data Protection Regulation (GDPR) by providing advice and guidance to the DP/FOI Unit, and wider organisation around the specifics of the legislation.

The role holder will assist their Supervisor in meeting PSNI’s statutory

obligations in relation to data protection through the provision of advice and review of Information Sharing Agreements (ISAs).

Vision: “To help build a Safe, Confident & Peaceful Society”

Northern Ireland continues to develop and thrive. It is the role of the Police Service of Northern Ireland to support and work with the Northern Ireland Executive, Business, Community and Voluntary groups to build a Safe, Confident and Peaceful Society.

Purpose: “Keeping People Safe”

As a Police Service, we will all work with partners and communities to Keep People Safe, either through frontline service delivery or by enabling services, by:

Preventing harm through working with partners to increase trust and citizen involvement, reduce offending, reduce vulnerability and prevent crime.

Protecting our citizens and communities, particularly the most vulnerable, through delivering professional policing operations and services in accordance with Human Rights standards.

Detecting offences and investigating suspects, working with justice partners to carry out professional investigations and deliver prompt visible and fair outcomes which build the confidence of victims, witnesses and communities.

How: “Policing With the Community”

We are at our strongest when we work in partnership with communities and when we involve those communities in policing. We best achieve this by demonstrating the following behaviours:

1. Accountability

Accountability is the fundamental building block to securing trust and legitimacy for any Police Service. It is the way to earn public co-operation, collaboration and information. Accountability helps us achieve our policing purpose of Keeping People Safe.

2. Acting with Fairness, Courtesy and Respect

Fairness, Courtesy and Respect are the minimum standards of how we treat others, both inside and outside the organisation. These standards are non-negotiable no matter the context or provocation to act otherwise, and are key to securing our communities’ confidence and trust.

3. We will be Collaborative in our Decision Making

Decisions are often too important, complex or far-reaching to be left to the Police alone, which is why Collaborative Decision Making is vital. Collaborative Decision Making is based upon the concepts of partnership and engagement, but takes it a step further and outlines the critical need for clear decisions to be made. This process has at its core collective responsibility and accountability. Involving others shares the opportunity behind every challenging and important decision.

These behaviours will also guide how we treat each other within the Organisation.

Who: The Police Service of Northern Ireland

We are a diverse group of people who strive to be representative of the communities we serve in both our staff profile and culture.

We are proud to serve the people of Northern Ireland and to work as part of an organisation which is committed to Keeping People Safe within this society.

MAIN JOBACTIVITIES

The key activities, that constitute the role of Paralegal within Corporate Information can be summarised as -

Providing advice to, and responding to queries by both internal staff and members of the public in relation to DPA 1998, FOI 2000, EIR 2004 and the Data Protection Bill 2018 (to be enacted) enshrining the GDPR and LED. The role holder will use their knowledge and skillsof legislation to ensure that relevant and comprehensive responses are provided by them, also ensuring the timely provision of advice in relation to Information Sharing Agreements taking into consideration other legal disciplines.

Providing information to PSNI business areas in the operation of the various Acts relevant to the work of the Corporate Information Branch.. This is to include issues regarding the handling, disclosure, obtaining and sharing of personal data as well as the management of FOI and EIR requests in line with legal requirements, to ensure that statutory obligations are met.

Liaising with Legal Services regarding interpretation of the Acts and how they interface with other legal disciplines, for example, Confidentiality and Legal Professional Privilege. The post holder may also provide advice to Legal Services regarding cases; meeting to discuss, review and provide written responses to relevant staff.

Liaising with staff from the Information Commissioner’s Office (ICO) in orderto seek information or advice, or to provide information.

To provide advice and guidance on the use of Data Processors who process data on behalf of the PSNI.

Attending meetings with external stakeholders as required in order to provide advice to PSNI business areas regarding Data Protection, including ISA’s which are reviewed by the role holder, for PSNI, in conjunction with external bodies. Reviewing,and providing advice to PSNI business areas on a final ISA version for authorisation by ACC or Senior Management.

To provide advice to business areas in relation to the development of DataPrivacy Impact Assessments where appropriate.

Provide advice, guidance and assistance to FOI and Data Protection request handling processes

Provide advice and guidance around the mechanisms for investigating breaches of data protection law where appropriate.

Providing the E01 Supervisor with updates regarding progress and developments within the branch.

To provide assistance to the E01 Supervisor in the advice, coordination, monitoring and review of all information sharing agreements that PSNI is a party to

The main duties and responsibilities reflect the main elements of those associated with this position. It is not intended to be exclusive or exhaustive. Posts may vary in content depending on particular circumstances and areas of work and may contain different combinations of the above activities.

Contacts and Communication

Internally

The role holder will communicate with any necessary personnel, regardless of grade or rank, in order to meet the statutory obligations of the Organisation.

Contact is varied and dependent on the nature of the advice required. Contact would be across the organisation at all levels from ASO to senior staff/officers. Contact is determined by the nature of the advice required and information would be sought from business areas as appropriate. Judgement is required as to the relevance and/or completeness of the information gathered in order to provide advice. The role holder under the supervision of the E01 Supervisor will provide advice as required.

To liaise with internal staff in the Corporate Information unit including the Head of Branch through discussions, meetings, and training.Liaising with Legal Services regarding interpretation of the Acts and how they interface with other legal disciplines, for example, Confidentiality and Legal Professional Privilege. The post holder may also provide advice to Legal Services regarding cases; meeting to discuss, review and provide written responses to relevant staff.Liaison with internal departments to advise upon the creation and implementation of ISAs,, with a strong knowledge and understanding of the need for each document, and how they will be monitored and reviewed.

To liaise with other Government Organisations, External Organisations and members of the public.Liaison with external organisations to assist PSNI business areas to discuss, create and implement ISAs, with a strong knowledge and understanding of the need for each document, and how they will be monitored and reviewed.The role holder may from time to time provide information to, and seek advice from staff from the ICO including meeting with individual case workers to deal with complaints from the public made to that office.The role holder will provide information to and seek advice from staff from National Police Chief’s Council Central Referral Unit.

Problem Solving

The role holder requires a high level of legal awareness and understanding of the application of Human Rights law, common law, and relevant international law primarily regarding how they interact with FOI and the Data Protection law, including the GDPR and LED.

Assist the Organisation in implementing the changes to data protection law and the introduction of GDPR, LED and associated legislation. This will primarily consist of advice provisions around the Acts and any associated legislation.

The role holder will assist the Corporate InformationUnit in investigating, when required, complaints regarding PSNI’s handling of their personal data and FOI requests. These requests will be regarded objectively and conclusions drawn using a firm evidence base.

Liaison with internal departments and external organisations to discuss, and advise upon the creation and implementation ofISAs, with a strong knowledge and understanding of the need for each document, and how they will be monitored and reviewed.

The role-holder will assist with the processing of requests from individuals who enact their rights under Data Protection legislation, including the right to erasure, the right to rectification and the right to restriction of personal information.

Decision Making

The role holder will be required to make decisions with regard to the provision of advice in relation queries from members of the public, staff members and solicitors in line with the provisions of relevant Acts whilst taking into consideration wider legislation that may impact upon the legitimacy of a response.

One of the responsibilities of this role will be to ensure that advice is provided when ISAs are drawn up for the sharing of data with partner agencies and external organisations. The role holder will ensure that advice has been provided to ensure the legal basis for sharing the data has been established and the obligations of each agency are clear.

Paralegals will be required to plan and prioritise their own workload to keep advice provision moving forward. They will liaise with E01, Deputy Principal and Head of Branch to ensure correspondence and advice is fully dealt with

Autonomy

The role holder will work with a minimum of supervision but will receive guidance and direction from the E01 (supervisor), Deputy Principal and Grade 7 within the Unit.

Leadership and Team Working

The role holder will work as part of the team within the Advisory Services Unit and theCorporate Information unit providing assistance to other staff within the Organisation, when requested. The role holder is required to work closely and collaboratively with staff within Legal Services Branch and provide assistance where legal knowledge is required

Impact

The role holder will contribute to the success of information compliance by assisting the Corporate Information unit in ensuring that all personal data processed by the Data Controller (Chief Constable) is compliant with data protection legislation and that the Organisation is cognisant of, and compliant with all other relevant legislations that may impact upon the Branch and the responses it issues.

If the role holder does not effectively manage this activity this may lead to a decrease in the ability of the Chief Constable to meet legal obligations, the potential for themselves to commit criminal offences (individually or corporately), and a reduction of confidence by members of the public in relation to how PSNI processes personal data and responds to DP and FOI queries and requests.

Whilst not closely supervised, under-performance in the role should be identified almost immediately by E01 supervisor, and other managers as poor quality work/outputs should be readily apparent, and via the IPR process.

Ref: HRPCI0818

PERSON SPECIFICATION

Job Title: / Paralegal
Area: / Greater Belfast
CATEGORY / ESSENTIAL / DESIRABLE
Qualifications / 2 A Levels or equivalent /
  • Law Degree or equivalent level qualification
  • Have completed a Solicitors’ Vocational Training Course or Legal Practice Course.

Experience / Minimum 3 years’ experience of working within a legal environment to include:
  • Experience of carrying out legal research
  • Experience of assisting in the drafting of legal documents
  • Experience in the application of information rights legislation
  • Knowledge of the legal system in Northern Ireland;

Specialist Skills or Knowledge /
  • Research skills
  • Analytical thinking
  • Information monitoring skills
  • Strong communication and interpersonal skills;
  • An understanding of the DPA 1998, FOI 2000, EIR 2004, GDPR, LED, European Charter of Human Rights (ECHR) and associated legislation, how the legislations interact, and the ability to apply within a policing context;
  • Creative thinking and a sound approach to problem solving, ensuring that the implications of any decisions are thoroughly considered;
  • The ability to take responsibility for prioritising own work, and the work of others;
  • Strong planning and organisational skills;
  • Excellent report writing skills;
  • Critical thinking skills;
  • The ability to prepare and deliver presentations to a range of internal stakeholders.

Other / Computer literate and able to demonstrate experience of the use of Microsoft Office, specifically Word and Excel
Full current driving licence that enables you to drive in Northern Ireland.
A car available for official business use or access to a form of personal transport that will enable you to meet the requirements of the post in full.

Short listing will be carried out on essential criteria. Please note in some instances, e.g. where there is a high volume of applicants, desirable criteria may then be used.

Ref: HRPCI0818

Personal Behaviours

/ Accountability /
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. Develops partnerships with other agencies to deliver the best possible overall service to the public.
Leading Change
Positive about change, adapting rapidly to different ways of working. Flexible and open to alternative approaches to solving problems, and encourages flexibility in others. Constantly looks for ways to improve service delivery and value for money, making suggestions for change and encouraging others to contribute ideas. Takes an innovative and creative approach to solving problems. Displays an awareness of governance and accountability frameworks.
Leading People
Inspires team members to meet challenging goals, providing direction and stating expectations clearly. Acknowledges the achievements of individuals and teams by recognising and rewarding good work. Recognises when people are becoming demotivated and provides encouragement and support. Gives honest and constructive feedback to help people understand their strengths and weaknesses. Coaches and guides team members, identifying and addressing areas for development.
Managing performance
Understands the organisation's objectives and priorities, and how own work fits into these. Plans and organises tasks effectively to maintain and improve performance. Sets clear objectives and outcomes using the IPR process and undertakes all reporting officer and countersigning officer activities within required timescales. Manages multiple priorities, thinking things through in advance, balancing resources and coordinating activity to complete tasks within deadlines. Knows the strengths of team members, delegating appropriately and balancing workloads across the team. Monitors delivery to ensure tasks have been completed to the right standard, and tackles poor performance effectively.

Ref: HRPCI0818

Courtesy, Fairness & Respect
Collaborative Decision Making /
Professionalism
Acts fairly and with integrity, in line with the values and ethical standards of the Police Service. Takes ownership for resolving problems, remains courteous and respectful 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 as a role model to others and challenging unprofessional conduct or discriminatory behaviour. Asks for and acts on feedback, learning from experience and continuing to develop own professional skills and knowledge. Remains calm and professional under pressure, defusing conflict and being prepared to step forward and take control when required.
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.
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 and a good team spirit. Explains things well, ensuring instructions are understood and talks 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, keeping them informed of progress and managing 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.

Ref: HRPCI0818