Overview
Case Administrators play a vital support role in probation teams, helping to keep the public safe and supporting people to turn their lives around. The job holder will provide administrative support within the Probation Service (PS), ensuring staff and people on probation are supported through efficient processes, and maintaining administration systems within specified timescales 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. This role may involve some out of hours work. The post holder must adhere to all policies respecting the sensitive/confidential nature of the information handled. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or Welsh where specified.
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 seek appropriate support in accordance with 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.
The duties/responsibilities listed above describe the post as it is at present and are not 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 with the job holder. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or Welsh where specified.
Behaviours assessed during selection
* Delivering at Pace
* Working Together
* Managing a Quality Service
* Communicating and Influencing
Benefits
* Access to learning and development
* A working environment with flexible working options to enhance work life balance
* A working culture that encourages inclusion and diversity
* A Civil Service pension with an employer contribution of 28.97%
* Annual Leave
* Public Holidays
* Season Ticket Advance
Additional Information
For more information about the recruitment process, benefits and allowances, and answers to general queries, please visit the Candidate Information Page.
Selection process details: This vacancy uses Success Profiles and will assess Behaviours, Strengths and Experience. Feedback will be provided if you attend an interview or assessment.
Security: Successful candidates must undergo a criminal record check. Baseline personnel security standard checks are required for those working with government assets.
Nationality
This job is broadly open to UK nationals, nationals of the Republic of Ireland, Commonwealth nationals with right to work in the UK, EU/EEA/Swiss nationals and their family members with settled or pre-settled status under the EU Settlement Scheme, those with valid settled or pre-settled status or eligible for EUSS, and other specified categories. Further information on nationality requirements is available.
Working for the Civil Service & Diversity
The Civil Service Code sets standards of behaviour. We recruit on merit and are committed to diversity and equal opportunities. The Civil Service supports Disability Confident and Redeployment schemes. See the Civil Service Diversity and Inclusion Strategy for more information.
We are looking for empathetic, patient, and organised people to join the Probation Service and make a difference, gain new skills and build a rewarding career. The starting salary referenced is £23,583.
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