Role 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.
Key Responsibilities
* 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.
Working Environment
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 Working Arrangements & Further Information
Benefits and Working Arrangements
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 (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. 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.
Annual Leave: Annual leave is 25 days on appointment and will increase to 30 days after five years' service, plus public holidays. Leave for part‑time and job share posts will be calculated on a pro‑rata basis.
Pension: The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information. Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.
Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Networks: The opportunity to join employee‑run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed directly to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Nationalities and Eligibility
* 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 of those nationalities with settled or pre‑settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
* Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre‑settled status under the European Union Settlement Scheme (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
Core Values
* Delivering at Pace
* Working Together
* Managing a Quality Service
* Communicating and Influencing
Skills and 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
* 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
* As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace.
Application Process
There are two stages in applying for this role, you will be required to complete a short application form and detail responses to one Civil Service Behaviour and one Experience based questions. You will then 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 two 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 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. You can find out more about the CSJT and complete a practice test now here. 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. Please note that there will be a short window of 2 working days to discuss and agree any adjustments for the online test, following the job advert closing.
Salary
Successful applicants may be based a wide variety of office, court, team, or prison locations within the Probation Service region. Allocations will be made according to business need. To find out more about working as a Case Administrator please click here (Life as a case administrator - Prison and Probation Jobs). The starting salary will be £23,583.
Additional Information
We are 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. If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,583. 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.
Further Benefits
Annual leave, pension, training, and networking opportunities are all part of the package. You will also have access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services. Paid paternity, adoption and maternity leave. Free annual sight tests for employees who use computer screens.
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