Multi Agency Public Protection (MAPPA) National Guidance 2014

Annex 5: MAPPA Coordinator Responsibilities

The role of the MAPPA coordinator includes the following responsibilities:

• Report to, and be directed by, the MAPPA Strategic Oversight Group (SOG)
• Provide a central point of reference for responsible authorities and DTC agencies in relation to the MAPPA
• Provide consultancy to agencies, providing advice and direction for MAPPA queries
• In consultation with relevant organisations, develop policies and procedures to support the implementation and maintenance of MAPPA guidance/requirements
• Design documents and other methods of information dissemination in support of MAPPA
• Deliver MAPPA awareness-raising seminars
• Attend team meetings of relevant agencies to provide information and support re MAPPA processes
• Receive notifications and referrals to MAPPA
• Act as single point of contact for all notifications
• Complete quality audit of notifications, maintain records and compile statistics for reporting purposes
• Act as single point of contact for all referrals
• Act as a gatekeeper, ensuring that appropriate levels are made at the right level of risk
• Challenge referral decisions if criteria do not appear to have been met
• Act as a conduit for appropriate links between MAPPA and other public protection forums
• Consult with child protection agencies to ensure explicit links with MAPPA and child protection systems are made and sustained
• Consult with adult protection agencies to ensure explicit links with MAPPA and adult protection systems are made and sustained
• Liaise with the SOLO on housing issues
• Identify which agencies are central to the delivery of risk management plans and organise appropriate attendance at meetings
• Develop and establish local networks with responsible authorities and DTC agencies
• Maintain purposeful on-going contact with these agencies and negotiate with senior managers whenever necessary
• Maintain up-to-date list of Single Point of Contact (SPOC) for each agency
• Call for supporting information from the responsible authorities
• Identify which agencies should be core members of a MAPPA
• Determine whether attendance is vital and call for reports where it is not
• Require Agencies to search records for relevant information/collation of pre-meeting information
• Send forms requesting information to invitees/agencies for action
• Provide support to agencies to assist returns within five working days
• Identify gaps in knowledge and seek additional information where required
• Check quality of received information and address inadequacies with services
• Follow up non-returns and report on this to strategic/implementation group
• Arrange meetings, ensuring invitations to attend and supporting documentation are sent out on time
• Maintain set days for meetings
• Arrange initial meetings in consultation with attendees to maximise participation
• Monitor the sending of invites to ensure they are received by agencies at least five working days prior to Level 2 meetings, more where possible
• Arrange Level 3 meetings as quickly as possible to meet five-day performance indicator
• Compile pre-meeting information pack and send with invitations
• Provide quality assurance of MAPPA processes and monitor work to ensure a consistency of approach and that informed and appropriate decisions are taken
• Conduct regular audits of MAPPA systems
• Maintain and collate statistical information
• Analyse audit results and feedback to responsible authorities
• Ensure information systems and records are up to date and fit for purpose
• Identify difficulties within systems and work with the responsible authorities to find solutions
• Follow up non-attendance at MAPPA meetings
• Liaise with senior manager colleagues to resolve difficulties in attendance
• Link with coordinators nationally to improve consistency of systems
• Audit minutes and identify gaps for dissemination to MAPPA Chairs
• Complete tasks from meetings as set by meeting Chairs
• Access and, where appropriate, input information on ViSOR
• Attend Level 3 meetings (and Level 2 meetings where possible)
• Provide relevant input to meetings as required
• Provide information to panel on behalf of absent agencies where possible
• Assist the Chair as required
• Provide panel with information regarding strategies used in other panels, whilst maintaining confidentiality
• Manage the MAPPA administration support staff
• Continually monitor workload and feedback issues to the responsible authorities
• Provide support to staff in relation to confidentiality, dealing with offence related information etc
• Ensure cover is available for minutes taking/administration requirements
• Quality assure minutes prior to them being sent out to panel members
• Liaise with support services to ensure annual and sick leave is managed according to the contingencies of the service
• Draft Annual Report on behalf of the responsible authorities
• Develop inter-agency liaison including in relation to the development of training on risk assessment and risk management
• Where appropriate, act as a single point of contact for external agencies in relation to training opportunities, e.g. RMA
• Disseminate information on training opportunities to partner agencies
• Collate information from assessing quality of supporting information to identify training needs
• Attend training courses relevant to the assessment and management of dangerous offenders
• Maintain Links with MAPPA in other areas
• Inform other coordinators when offenders move to their area
• Secure cooperation from responsible authorities in other areas in relation to offenders and victim
• Attend national coordinators meetings as required
• Form and maintain links with responsible authorities nationally, e.g. SPS, State Hospital
• Ensure that the principles in relation to information sharing, confidentiality and disclosure are maintained as outlined in the Memorandum of Understanding and information sharing protocols
• Actively participate in reviewing policy documents in light of legislative changes, and or internal developments, and at set review times
• Ensure meeting participants are aware of confidentiality requirements and that confidentiality statement signatories are maintained
• Provide advice to agencies regarding the on-going receipt and storage of sensitive information
• Ensure documentation transfer is in line with the government protective marking scheme (GPMS)
• Obtain, where possible, copies of written consent for information sharing where appropriate
• Ensure discussions about public disclosure are recorded adequately within meeting minutes
• Actively market the work of the MAPPA
• Undertake other such reasonable duties which may be required from time to time by the SOG.