Overview
The job holder will provide administrative support within the Probation Service (PS), ensuring that staff and people on probation are supported through efficient processes, maintaining administration systems within specified timescales in order to promote the achievement of team and Divisional objectives. In line with PS policies and procedures, the job holder must at all times demonstrate a commitment to equality and inclusion and an understanding of their relevance to the work they do. This role may involve some out of hours work. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position.
Responsibilities, Activities & Duties
* Responsible for setting up and maintaining accurate people on probation and victim information on relevant approved databases.
* Ensure the effective administration of referrals to and relationships between offender management, victims, interventions, service providers and external agencies and partnerships to enhance positive outcomes, manage risk, and reduce reoffending.
* Prepare, maintain and collate case and other records, files and management information, in accordance with the standards required.
* Receive and distribute information and communications in an appropriate manner, e.g. telephone, paper, e-mail.
* Provide cover for an effective and efficient reception and telephone enquiry service.
* Act as single point of contact within unit for specialist area of work as required.
* Deal fairly, effectively and firmly with a range of people on probation, some of whom may be in crisis, distress or who may display inappropriate or aggressive behaviour, and to seek appropriate support in accordance with the circumstances and office procedures.
* Make practical arrangements such as appointments, directions, etc., for the implementation of the Sentence Plan.
* Carry out enforcement administration as required.
* Where necessary, issue petty cash/vouchers/warrants for travel costs etc, maintaining appropriate records in line with local office financial procedures.
* Organise the availability of appropriate equipment, materials, and facilities for activities relating to the management of cases.
* Report faulty equipment and/or materials to Manager and arrange for replacement/repair as agreed.
* Maintain appropriate systems to ensure the effective use of general unit resources and make recommendations for improvement as necessary.
* Undertake specific Visor administration tasks in accordance with the procedures.
* Attend meetings as appropriate. Provide support to meetings as required including organising agenda, taking and distributing notes/minutes and action points.
* Ensure all activities are conducted in accordance with Health and Safety policies and procedures, undertake equipment tests as required.
* Provide cover within the unit and to other units within the LDU and Division as appropriate.
* Carry out safeguarding children duties in accordance with the PS statutory responsibilities and agency policies.
* Demonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and attitudes, challenge anti-social behaviour and attitudes.
* To work within the aims and values of PS and HMPPS. Successful applicants may be based at a wide variety of office, court, team, or prison locations within the Probation Service. Allocations will be made according to business need.
About the recruitment process
To apply to this role you will be required to complete a short application form and detail responses to Civil Service Behaviours and Experience based questions. Part of this application will include the Civil Service Judgement Test (CSJT). The CSJT is a two-part test which looks at the ability to make decisions in relation to specific civil service behaviours. The CSJT is stage one of the application process and there is a practice test available beforehand. Information relating to reasonable adjustments and the CSJT is available within the application process materials. If successful at this stage, the full application will be sifted after the application deadline. You will then receive further instruction on progress and outcome. If you pass both CSJT and the sift process you will be invited to interview. A short video about the Case Administrator Role is available.
About the role
Case Administrators are required to work within a variety of settings. There may be opportunities for positions within Probation Delivery Units (PDU), Courts, Prisons, etc. depending on business requirements. These posts will be based in PDUs across the region and in various Probation Service functions. Case administrators are based in a wide variety of settings, including Accredited Programmes, Structured Interventions & Attendance Centres; Community Integration and Contracts; Contracts; Courts; Integrated Offender Management; Performance & Quality; Personality Disorder Projects; Prisons; Public Protection (Custody) and (Community); The Homeless Prevention Taskforce; Unpaid Work (community payback).
Working arrangements
The MoJ offers Hybrid Working arrangements where business need allows. This is informal, non-contractual flexible working that blends working from base location, MoJ sites and/or from home. Some roles may not be suitable for hybrid working; arrangements will be discussed with successful candidate(s) and reviewed regularly. Nationally advertised roles may be appointed to a MoJ office location and discusses pre-employment checks. Standard full-time hours are 37 per week. HMPPS welcomes part-time, flexible and job-sharing working patterns that meet the role and business needs.
Qualifications & Skills
Able to fulfil all spoken aspects of the role in English or Welsh where specified. Civil Service Behaviours include: Delivering at Pace; Working Together; Managing a Quality Service; Communicating and Influencing.
* Ability to use databases
* Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel
* Possess basic numeric skills
* Experience using word processing and spreadsheet software
* Communication skills (verbal and written) and ability to communicate with a wide range of individuals
* Ability to use initiative
Benefits & Diversity
The Civil Service offers a range of benefits including annual leave (25 days on appointment, increasing to 30 after five years) plus public holidays, pension through the Local Government Pension Scheme, training opportunities, and employee networks. The Civil Service Code sets out standards of behaviour and recruitment is by merit. MoJ is a Disability Confident employer, with reasonable adjustments available in recruitment and the workplace. There are also various family-friendly policies and flexible benefits.
#J-18808-Ljbffr