Overview
The post holder provides administrative support within the Probation Service, ensuring staff and people on probation receive efficient, timely processes. The role supports the achievement of team and divisional objectives, maintains accurate records, and promotes equality and inclusion in line with PS policies.
Responsibilities
* Maintain accurate people‑on‑probation and victim information in approved databases.
* Administer referrals and manage relationships between offender management, victims, interventions, service providers and external agencies.
* Prepare, collate and manage case records, files and management information.
* Receive and distribute information via telephone, paper and e‑mail.
* Provide efficient reception and telephone enquiry service.
* Act as single point of contact for specialist work within the unit.
* Deal effectively and firmly with people on probation, including those in crisis or displaying aggressive behaviour, seeking support where required.
* Arrange appointments, directions and other arrangements for the implementation of Sentence Plans.
* Carry out enforcement administration as required.
* Issue petty cash/vouchers/warrants for travel costs and maintain financial records following office procedures.
* Organise equipment, materials and facilities for case management activities.
* Report malfunctioning equipment and arrange replacement or repair.
* Maintain general unit resources, recommend improvements as necessary.
* Undertake specific Visor administration tasks as per procedures.
* Attend and support meetings, organising agendas, taking and distributing minute notes.
* Ensure health and safety policies are followed and conduct equipment tests as required.
* Provide cover within the unit and to other units within the LDU and Division as needed.
* Carry out safeguarding responsibilities for children in accordance with statutory duties.
* Model pro‑social behaviour and challenge anti‑social attitudes.
* Contribute to achieving the aims and values of PS and HMPPS across varied settings (PDU, Courts, Prisons, etc.).
Success Profile – Behaviours
* Delivering at Pace
* Working Together
* Managing a Quality Service
* Communicating and Influencing
Skills and Experience
* Ability to use databases, good keyboard and IT skills (MS Office Word, basic Excel).
* Basic numeric skills and comfortable with word‑processing and spreadsheet software.
* Strong verbal and written communication skills, able to engage a wide range of individuals.
* Initiative and the capacity to work independently.
Benefits
* Annual leave: 25 days (increases to 30 after five years) plus public holidays.
* Local Government Pension Scheme via the Greater Manchester Pension Fund.
* Extensive training and development opportunities available through the Ministry of Justice.
* Family‑friendly policies, flexible working arrangements and a supportive workplace culture.
Equality, Diversity & Inclusion
The Probation Service is an equal opportunity employer and recognises the value of a diverse workforce. All candidates are assessed on merit, with adjustments made to accommodate reasonable needs throughout the recruitment process.
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