Overview
We are looking to expand the talent within the Administration Service Centre based in the heart of Norwich. We currently have multiple opportunities available within our probation helpdesk and administration teams, supporting the London region. The role of a Case Administrator is vital, the work we do safeguards those in contact with London Probation Services and the community. Our staff are provided with in-depth training to support them and help them excel in their roles. This is a varied role where quality and attention to detail are paramount, along with resilience and being a great team player. 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. The MoJ offers hybrid working where business need allows, and standard full-time working hours are 37 hours per week excluding breaks which are unpaid. Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and are subject to regular review.
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.
* 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.
Location and posting details
These posts will be based in PDUs across the region and may be listed under: 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 Public Protection (Community); The Homeless Prevention Taskforce; Unpaid Work (community payback).
Qualifications and Skills
* Ability to work to deadlines
* Ability to make decisions using evidence and/or information
* Experience of working in a team
* Ability to use computers and Microsoft 365; good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel
* Ability to fulfil all spoken aspects of the role with confidence through the medium of English or Welsh (where specified)
Competencies
* Civil Service Success Profile Behaviours: Delivering at Pace; Working Together; Managing a Quality Service; Communicating and Influencing
* Use of databases
* Experience with word processing and spreadsheet software; effective communication (verbal and written) with a wide range of individuals; ability to use own initiative
Overview of the job & Benefits
This is an administrative job within the Probation Service. The MoJ offers a range of benefits: annual leave, pension, training, networks, and other support policies. The Probation Service is part of the Local Government Pension Scheme and offers training and development opportunities and flexible working options where possible.
Working Arrangements
The MoJ offers Hybrid Working arrangements where business need allows. This is informal and non-contractual. The role can be based at MoJ offices or appropriate sites, with arrangements discussed and agreed on offer and subject to pre-employment checks. Some terms and conditions are changing as part of Civil Service reform; details will be provided if an offer is made. Standard full-time hours are 37 per week excluding breaks. The organisation supports part-time and job-sharing working patterns where feasible.
Eligibility and Additional Information
All candidates are subject to security and identity checks prior to taking up post. The Civil Service Code applies to recruitment by merit. MoJ is a Disability Confident employer and offers reasonable adjustments to recruitment processes. Diversity and inclusion and veteran initiatives are in place. Redeployment opportunities are available for at-risk staff.
Addresses listed in the job advertisement are indicative of potential base locations and the organisation aims to offer a vacancy within a reasonable commute of your home location.
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