Case Administrator
Location: HMP Dovegate, Staffordshire, ST14 8XR
Salary: £26, 510 per annum plus excellent benefits
Hours: 40 hours per week – Monday to Friday, 8am to 4:30pm, plus 2 lates per week working 9am to 5:30pm (flexibility required)
As a Case Administrator within our Justice and Immigration division, you’ll play a key role in supporting the Offender Management Unit (OMU) at HMP Dovegate. You’ll provide high‑quality administrative support to Prison Offender Managers, ensuring that all case documentation is processed accurately, securely and in line with Prison Service Instructions.
This is a responsible and detail‑focused role where confidentiality, organisation and professionalism are essential. Your work will help ensure offender casework processes operate effectively and compliantly, supporting safe and timely offender management.
Responsibilities
* Sentence calculation, completing basic and advanced training within the first 12 months of employment and maintaining your licence to operation thereafter.
* Parole administration, including identifying eligible prisoners, producing parole dossiers and liaising with the Parole Board.
* Public protection, supporting monitoring activity and preparing reports for risk management meetings.
* Custody administration, including court lists, video link bookings and liaison with escort providers.
* Home Detention Curfew (HDC) processes, identifying eligible prisoners and managing documentation within required timeframes.
What you’ll do as a Case Administrator:
* Provide clerical and administrative support across all areas of the Offender Management Unit.
* Accurately create, maintain and update offender records across computerised and local recording systems.
* Work closely with Prison Offender Managers and Supervisors to support transfers, new receptions, discharges and licence production.
* Communicate effectively with internal colleagues and external agencies including Police, Probation, Magistrates’ Courts, Crown Courts and other prisons.
* Ensure all written and verbal information is handled securely and confidentially at all times.
* Produce reports as requested and maintain accurate audit trails of actions taken.
* File, archive and control sensitive prisoner records in line with security and data protection requirements.
* Support sentence planning, parole, re‑categorisation and release processes in line with PSI guidelines.
* Demonstrate flexibility by supporting all areas of OMU activity when required.
Qualifications
* Excellent administration skills and experience working in a busy office environment.
* Strong written and verbal communication skills.
* High levels of accuracy and attention to detail.
* Good IT skills, including Microsoft Word and Excel.
* GCSEs (or equivalent) in English and Mathematics.
* The ability to work effectively as part of a team and manage multiple priorities.
* A professional approach to handling sensitive and confidential information.
* A positive attitude to learning, training and change.
* Flexible to work additional hours when required.
* Able to lift, carry and move heavy files and records when required.
Desirable Experience
* An understanding of Offender Management Unit processes.
* Previous experience working with offenders or within a custodial environment.
Vetting and Checks
An Enhanced DBS check is required, covering spent and unspent convictions, cautions and other relevant information. You will also complete an Occupational Health Questionnaire and a NPPV2 check.
Benefits
* Pension: Up to 6% contributory pension scheme.
* Training and development: Role‑specific training, sentence calculation certification and ongoing development.
* Health and wellbeing: Employee Assistance Programme and wellbeing support.
* Discounts: Across a wide range of retailers and services.
* Employee networks: Inclusive networks supporting collaboration, belonging and growth.
Equal Opportunity Statement
We are committed to building a diverse and inclusive organisation that supports the needs of all. We will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool. We operate a hybrid work structure and hold the Gold Inclusive Employer Standard. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview. We support fair access to employment for those with unspent criminal convictions under the ‘Ban the Box’ pledge.
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