Overview
Case Administrators play a vital support role in probation teams, helping to keep the public safe. Giving people the chance to turn their lives around. Building a rewarding professional career. 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 a wide variety of office, court, team, or prison locations within the Probation Service. Allocations will be made according to business need.
About the role and recruitment process
To find out more about working as a Case Administrator please click here. 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. As part of this application, you will also be required to sit the Civil Service Judgement Test (CSJT). The CSJT is a two-part test which looks at your ability to make decisions in relation to specific civil service behaviours. The CSJT is stage one of your application process and you will have the option to complete a practice test immediately before taking the test, to give you an insight of what to expect before you start. If you would like more information relating to reasonable adjustments and the CSJT, please see more details here. You can also watch a short video here. You can find out more about the CSJT and complete a practice test now here. If you are successful in passing this stage, your full application will be sifted once the application deadline has closed. You will then receive further instruction on the progress and outcome of your application. If you are successful in passing both the CSJT and application sift process you will be invited to interview. Take a look at a short video about the Case Administrator Role here.
Overview of 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 the following Probation Service functions:
* Accredited Programmes, Structured Interventions & Attendance Centres
* Community Integration and Contracts
* Contracts
* Courts
* Integrated Offender Management
* Performance & Quality
* Personality Disorder Projects
* Prisons
* Public Protection (Custody)
* Public Protection (Community)
* The Homeless Prevention Taskforce
* Unpaid Work (community payback)
Case administrators play an important role in the Probation Service, supporting probation staff to work with people on probation. As a case administrator, you\'ll ensure: all processes run efficiently, systems are maintained properly, probation information is collated and prepared for case files. You\'ll use your strong communication skills to handle enquiries from colleagues, agencies and people on probation in a busy environment.
Additional Information
Where applicants provide multiple location preferences, reserve lists will be managed in accordance with location preference/s, as indicated in your application. We will appoint in merit list order for each location outlined in the vacancy and hold a separate locational reserve list for each of these locations. After appointments have been made using this locational appointment process, any remaining candidates who met the benchmark for the role will remain on a locational reserve list in accordance with their preferences for 12 months. Please only indicate preferences where you are prepared to work. If you are subsequently offered a role from the reserve list for a location preference indicated in your application and decline it, you will be removed from the reserve list for the vacancy, across all locational preferences. All offers of employment will be made strictly in merit order, based on your performance throughout the recruitment process. Candidates at the top of the merit list will be offered vacancies as they arise in their chosen locations. The addresses listed in the job advertisement are not an exhaustive list of potential base locations, they give an indication of some of the potential locations you could be based at. We will therefore endeavour to offer you a vacancy within a 60-minute commute of your home location. New entrants to the Civil Service will be expected to join at the entry point salary for the advertised band. Existing Civil Servants will have their salary calculated in accordance with the Departments pay on transfer / pay on promotion rules. The post is currently advertised without VISOR Vetting to enable appointment to take place as soon as possible, however, VISOR vetting will be required to completed in due course.
Working Arrangements & Further Information: The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home. Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ\'s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS\' Flexible Working policy.
We\'re looking for empathetic, patient, and organised people to join us in this varied role, which offers the chance to make a difference, gain new skills and build a rewarding career within the Probation Service. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Civil Service Success Profile Criteria Behaviours: Delivering at Pace; Working Together; Managing a Quality Service; Communicating and Influencing. Abilities: 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 effectively with a wide range of individuals; Use and work on own initiative.
By managing offenders in the community, the Probation Service protects the public from the effect of crime and gives offenders the chance to turn their lives around. Join us and you\'ll be part of a supportive team that thrives on sharing knowledge and expertise.
If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,583. Please note: salaries are non-negotiable; new starters join at the bottom of the pay scale. The Probation Service offers opportunities for annual pay progression through a Competency Based Framework (CBF). New entrants are expected to join on the minimum of the pay band. Civil Service and MoJ terms may change with reform; details will be available if an offer is made.
Eligibility and Benefits
Eligibility: All candidates are subject to security and identity checks prior to taking up post. The MoJ is committed to Diversity & Inclusion, disability adjustments, and flexible working arrangements. The Civil Service Code applies; we recruit on merit and comply with recruitment principles. We are a Disability Confident employer and offer adjustments throughout the recruitment process. We provide benefits including family-friendly policies, flexible benefits, childcare support information, paid leave, and free annual sight tests for computer users. We will support redeployment and offer tems like relocation guidance as appropriate.
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