Senior Case Administrator – Overview
This role acts as a Senior Case Administrator reporting directly to the Band 5 Hub Manager. It involves checking and compiling mandated processes within the OMU department's Case Administration team.
The position serves as deputy to the Band 5 Hub Manager in matters of Custody work and holds responsibility for checking compliance with Sentence Calculation PSIs. In addition to standard case administrative duties, the role manages an allocated caseload. It is a non-operational job with no line management responsibilities and is rotational.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Responsibilities, Activities and Duties
* Organise, produce and maintain accurate records for the area of work (e.g. checklists).
* Undertake transactional activity associated with the Offender Management function, processing the following paperwork for checking and onward transmission by the Hub Manager:
o Discharge Report / Pre-Discharge Report
o Bail applications
o 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 conduct initial checks
o Appeals
o Violent Sex Offender Register (VISOR)
o Multi-Agency Risk Assessment Planning (MARAP)
o Adjudications
o 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 the mandatory daily tasks list and that tasks are allocated fairly within the team.
* Ensure all release and transfer paperwork is completed by the team.
* Hold responsibility for checking and ensuring compliance with Sentence Calculation PSIs.
* Act as a single point of contact for all communications to the team, prioritise and distribute to the appropriate person or relevant department (e.g. managing 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 within timescales, producing required reports (e.g. data quality, caseload databases, HDC logs).
* Arrange meetings, prepare paperwork, minutes and action points (e.g. Monthly OMU Meetings, IRMT).
* Act as a specialist administrator and lead the assimilation of new processes or policy within the function.
* Develop training guides and learning aids for junior colleagues.
* Act as mentor/induction co‑ordinator for all new starters, developing their initial skill set and increasing knowledge and capability; identify concerns and advise the Hub Manager promptly.
* In conjunction with the Hub Manager review new and existing processes and provide specialist advice to the Head of Department during planning discussions.
* Investigate and report on administrative errors, adopting an objective problem‑solving approach to issue resolution.
* Complete monitoring returns for the area of work (e.g. liaison with Hub Manager).
* Prepare paperwork for checking by the manager, conduct initial checks (20%) and report trends, developing solutions for presentation to the Hub Manager; complete 2‑day checks.
* Attend meetings on behalf of the unit when required.
* As senior administrator, deliver innovation and change.
* Inform and advise the Hub Manager during annual staff appraisals.
* Ad hoc roles and responsibilities as required.
Behaviours
Behaviours assessed during the selection process: Working Together, Making Effective Decisions, Communicating and Influencing, Delivering at Pace, Changing and Improving, Managing a Quality Service.
Security
Successful candidates must undergo a criminal record check and baseline personnel security standard checks.
Nationality Requirements
This job is open to the following groups:
* 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 with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
* Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members 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. The Civil Service embraces diversity, promotes equal opportunities and offers a Disability Confident Scheme and a Redeployment Interview Scheme.
Diversity and Inclusion
The Civil Service is committed to attracting, retaining and investing in talent wherever it is found. Please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
Technical Requirements
* Practical knowledge and experience in Custody work, including a proven record of sentence calculation and other case administrative functions, and at least 12 months in that environment.
* Completion of Sentence Calculation training to an Advanced Level.
* Job holders must complete 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 undertake an assessment to demonstrate suitability to work with young people.
Abilities
* Able to deal effectively and assertively with staff at all levels.
* Proficient user of MS Word and MS Excel.
* Information collation and analysis skills.
Benefits
* Alongside a salary of £33,275, HM Prison & Probation Service contributes £9,639 towards the Civil Service Defined Benefit Pension scheme (28.97% employer contribution).
* Access to learning and development.
* Flexible working options to enhance work-life balance.
* A working culture that encourages inclusion and diversity.
* Annual leave and public holidays.
* Season Ticket Advance.
* Other benefits and allowances – see the Candidate Information Page for details.
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