Senior Case Administrator
This role acts as a Senior Case Administrator reporting direct to the Band 5 Hub Manager. The role involves the checking and compilation of various mandated processes within the OMU department's Case Administration team, acting as deputy to the Band 5 Hub Manager for custody work and checking compliance with Sentence Calculation PSIs. The role also manages an allocated caseload. It is a non‑operational, non‑line‑management, rotational role.
Responsibilities
* Organise, produce and maintain accurate records for the area of work (e.g. checklists).
* Undertake the transactional activity associated with the Offender Management function, including processing the following paperwork ready for checking and onward transmission by the Hub Manager:
o Discharge Report / Pre‑Discharge Report
o Bail applications / Release on Temporary License (ROTL)
o Home Detention Curfew (HDC)
o Offender Assessment and Sentence Management (OaSys)
o Multi‑Agency Public Protection Arrangements (MAPPA)
o Re‑categorisation
o Sentence calculations, including initial checks
o Appeals
o Violent Sex Offender Register (VISOR)
o Multi‑Agency Risk Assessment Planning (MARAP)
o Adjudications / Indeterminate Sentence Prisoners
o Parole applications
o Legal Correspondence
o License Applications
o Resettlement overnight Release
o Prisoner Fines
o Foreign Nationals/Deportation/Immigration
o Risk to Children / Safeguarding Children
o Harassment / Restraining Orders
o Category A administration
o Recall paperwork
o Public Protection
* Ensure completion of mandatory daily tasks list and fair allocation within the team.
* Ensure all release and transfer paperwork has been completed by the team.
* Check and ensure compliance with Sentence Calculation PSIs.
* Act as a SPOC for all communications to the team, prioritising and distributing to the relevant person or department (e.g. custody inbox / OMU inbox).
* Correspond with relevant stakeholders and agencies to ensure information is shared (e.g. liaison with PPCS case managers for specific parole cases).
* Maintain and check establishment databases, manual filing systems and logs of information, responding within timescales and producing reports as required (e.g. Data quality, Caseload databases, HDC logs).
* Arrange meetings, including preparing paperwork, minutes and action points (e.g. Monthly OMU Meetings, IRMT).
* Act as specialist administrator, developing skills and understanding of all processes and leading the accommodation of new processes or policy within the function.
* Develop training guides and aid memoirs for training junior colleagues.
* Act as a mentor/induction co‑ordinator for new starters within the function, identifying skill gaps and advising the Hub Manager.
* Review new and existing processes with the Hub Manager and provide specialist advice to the Head of Department during discussion of new process and planning decisions.
* Investigate and report upon administrative errors within the department using objective problem‑solving.
* Undertake other management/administrative tasks including:
o Complete monitoring returns for the area of work (e.g. liaison with Hub Manager).
o Prepare paperwork for checking by the manager, conduct 20 % of all initial checks as required, report trends and develop solutions for presentation to the Hub Manager. Complete 2‑day checks.
o Attend meetings on behalf of the unit, when required.
o Work to deliver innovation and change as senior administrator.
o Assist the Hub Manager during annual staff appraisals.
o Carry out ad hoc roles and responsibilities as required.
The duties and responsibilities listed above describe the post as it is at present and are not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re‑examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.
Behaviours
* Changing and Improving
* Communicating and Influencing
* Working Together
* Managing a Quality Service
* Making Effective Decisions
* Delivering at Pace
These behaviours will be assessed during the selection process. Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard checks.
Nationality Requirements
* UK nationals
* Nationals of the Republic of Ireland
* Nationals of Commonwealth countries who have the right to work in the UK
* Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre‑settled status under the European Union Settlement Scheme (EUSS) (open in new window)
* Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre‑settled status under the EUSS
* Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
* Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants. Recruitment is by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. The Civil Service embraces diversity and promotes equal opportunities and runs a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. A Redeployment Interview Scheme is also available to civil servants at risk of redundancy.
Technical Requirements
* Completion of Sentence Calculation training to an Advanced Level.
* Completion of specific training in their administrative specialism once they take up the post.
* When transferring to a Young Persons establishment the job holder will be required to successfully undertake an assessment to demonstrate suitability to work with Young People.
Ability
* Deal effectively and assertively with staff at all levels.
* Proficient user of MS Word and MS Excel.
* Information collation and analysis.
Salary & Benefits
Alongside a salary of £33,275, HM Prison & Probation Service contributes £9,639 towards the Civil Service Defined Benefit Pension scheme.
Benefits include:
* Access to learning and development
* Flexible working options to support work‑life balance
* A culture that encourages inclusion and diversity
* A Civil Service pension with an employer contribution of 28.97%
* Annual leave
* Public holidays
* Season ticket advance
For more information about the recruitment process, benefits and allowances, please refer to the Candidate Information Page. Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ
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