Indexing Supervisor

Job Family Investigation
Job Sub Family Major Incident Room
Code INV-MIR-TL-Indexing Supervisor v1.0

Role Purpose

The Indexing Supervisor works with the Officer Manager (OM) to provide a sound indexing policy and ensuring the quality of the indexes, the structure of the databases and applicable filing systems. In conjunction with the OM they provide guidance and advice on indexing matters to all staff within the Major Incident Room (MIR).

Key Accountabilities

  • Implement, in conjunction with the Office Manager, the systems and policies that underpin the indexing system to ensure that all documentation relating to an investigation is dealt with efficiently.


  • Implement quality assurance practices relating to the use of HOLMES2, adhering to national and local guidance and policies and using best practice, to support the investigative process.


  • Supervise the work of indexers, ensuring that they remain up-to-date with the progress of the investigation, and that indexing is carried out in line with policies and national and local guidance.


  • Review database structures and put in place quality control checks to ensure that the effectiveness and quality of the indexing process is maintained.


  • Develop aspects of indexing policy and good practice, providing advice, guidance and feedback when needed, to support the ongoing quality of indexing services provided to MIRs


  • Act as a point of contact for the indexing team to ensure that there is a link between the Senior Investigating Officer, the Office Manager and the indexing team.


  • Provide expert advice to the investigative team in relation to all aspects of the indexing system and other elements of HOLMES to support the investigative process.


All roles are expected to know, understand and act within the ethics and values of the Police Service.

The Competency and Values Framework (CVF) has six competencies that are clustered into three groups. Under each competency are three levels that show what behaviours will look like in practice.

It is suggested that this role should be operating or working towards the following levels of the CVF:

Resolute, compassionate and committed

Inclusive, enabling and visionary leadership

Intelligent, creative and informed policing

Education, Qualifications, Skills and Experience

Prior education and experience:

  • Experience of the investigative process or conducting investigations


  • PIP2 desirable but not mandatory


  • Completion of the HOLMES Indexing Team Leader training course


  • Experienced indexer


  • Extensive knowledge/training in the use of the HOLMES2 system



  • Good communication skills with the ability to listen to others


  • Able to write a concise report or other documents


  • Skilled in the use of specialised software related to own area of work to extract, analyse and report on data


  • Able to manage the introduction of new business processes or ways of working at team level


  • Able to break down a straightforward problem into component parts and determine an appropriate action


  • Able to develop and motivate a team and create strong engagement of individuals with their personal and team objectives


  • Able to review and assess individual and team performance against expected standards, providing objective and effective feedback and ensuring that corrective actions are taken where necessary


  • Able to plan ahead; to allocate work appropriately within the team and to identify and mitigate risks to delivery


  • Able to proactively develop effective working relationships with colleagues, partners and other stakeholders.

Continuing Professional Development (CPD)

  • Maintain knowledge of the investigative process and any changes to local and national guidance and legislation relating to investigation


  • Identify and share best practice relating to indexing on a local and national level


  • Maintain knowledge of the Major Incident Room Standardised Administration Procedures (MIRSAP)


  • Keep up-to-date with changes and updates to the HOLMES2 system


  • Keep up-to-date with guidance on conducting the Performance Development Review (PDR) process and apply this to your work


  • Ensure knowledge of any line-manager responsibilities in relation to Assessment and Recognition of Competence (ARC) procedures and apply to your work


  • Maintain knowledge and skills relating to work-based assessments in order to conduct these when necessary

Professional Registration/Licenses

Not applicable

Links to other Profiles

  • Office Manager
  • Action Manager
  • HOLMES Manager
  • Disclosure Officer
  • Analyst
  • Exhibits Officer
  • Indexer
  • Document Reader
  • Receiver
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