Please note: This is a temporary position until 31/03/2026, with the potential for extension or permanency. The role can be based in any of the listed offices, with occasional travel required for meetings.
The job holder will provide administrative support within the Probation Service (PS), ensuring efficient processes support staff and individuals on probation. Responsibilities include maintaining administration systems to meet team and divisional objectives, while demonstrating commitment to equality and inclusion. Some out-of-hours work may be required. The role involves handling sensitive/confidential information, adhering to all relevant policies.
Responsibilities, Activities & Duties
* Set up and maintain accurate records of people on probation and victims on approved databases.
* Administer referrals and manage relationships with offender management, victims, interventions, service providers, and external agencies to promote positive outcomes and reduce reoffending.
* Prepare, maintain, and collate case records, files, and management information as per standards.
* Handle communications via telephone, paper, and email appropriately.
* Provide cover for reception and telephone enquiry services.
* Act as a single point of contact within the unit for specific areas of work.
* Manage interactions with individuals on probation, including those in crisis or displaying aggressive behavior, seeking appropriate support.
* Arrange appointments and directions for Sentence Plan implementation.
* Perform enforcement administration as needed.
* Manage petty cash, vouchers, and warrants for travel costs, maintaining records per financial procedures.
* Organize equipment, materials, and facilities for case management activities.
* Report faulty equipment and arrange repairs or replacements.
* Maintain systems for effective resource use and suggest improvements.
* Undertake Visor administration tasks following procedures.
* Attend and support meetings, including organizing agendas, notes, and action points.
* Ensure activities comply with Health and Safety policies and undertake equipment tests.
* Provide cover within the unit and to other units as appropriate.
* Carry out safeguarding duties in line with statutory responsibilities and policies.
* Model pro-social behavior, challenge anti-social attitudes, and promote positive behaviors.
* Work within the aims and values of PS and HMPPS.
The above duties are not exhaustive; flexibility to undertake additional tasks is expected. Adjustments may require re-evaluation under the Job Evaluation Scheme, with discussions held with the job holder. Fluency in English, or Welsh where specified, is required.
During the selection process, your behaviors will be assessed in the following areas: Delivering at Pace, Working Together, Managing a Quality Service, and Communicating and Influencing.
This vacancy uses Success Profiles to assess Behaviors, Strengths, and Experience. Feedback is provided only after interview or assessment.
Successful candidates must pass a criminal record check and baseline personnel security checks.
This role is open to UK nationals, Irish nationals, Commonwealth citizens with right to work, certain EU/EEA nationals, and those with eligible immigration status.
Join us to help manage offenders, protect the public, and support offenders in turning their lives around. Probation Case Administrators play a vital support role, helping to keep the community safe. The starting salary is £23,583.
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