The job holder will provide administrative support within the Probation Service (PS), ensuring that staff and people on probation are supported through efficient processes. They will maintain administration systems within specified timescales to promote team and Divisional objectives. The role requires adherence to PS policies and procedures, with a commitment to equality and inclusion. Some out-of-hours work may be involved. The post holder must handle sensitive/confidential information responsibly.
Responsibilities, Activities & Duties
The job holder will be required to:
1. Set up and maintain accurate records of people on probation and victim information on relevant databases.
2. Administer referrals and manage relationships between offender management, victims, interventions, service providers, and external agencies to enhance outcomes, manage risk, and reduce reoffending.
3. Prepare, maintain, and collate case records, files, and management information according to standards.
4. Receive and distribute information via telephone, paper, email, etc.
5. Provide cover for reception and telephone enquiry services.
6. Act as a single point of contact within the unit for specific areas of work.
7. Deal effectively and fairly with people on probation, including those in crisis or displaying aggressive behavior, seeking support as necessary.
8. Arrange appointments, directions, and implement Sentence Plans.
9. Carry out enforcement administration as required.
10. Manage petty cash, vouchers, and warrants for travel costs, maintaining proper records.
11. Organize equipment, materials, and facilities for case management activities.
12. Report faulty equipment and arrange repairs or replacements.
13. Maintain systems for efficient use of resources and suggest improvements.
14. Undertake specific Visor administration tasks as per procedures.
15. Attend and support meetings, including organizing agendas and taking minutes.
16. Ensure activities comply with Health and Safety policies, including equipment testing.
17. Provide cover within the unit and to other units as needed.
18. Carry out safeguarding children duties per statutory responsibilities and policies.
19. Model pro-social behavior, challenge anti-social attitudes, and reinforce positive behaviors.
20. Work within the aims and values of PS and HMPPS.
The duties listed are current but not exhaustive. The job holder should accept reasonable changes and additional tasks at a similar level, with adjustments discussed initially.
During the selection process, behaviors such as Delivering at Pace, Working Together, Managing a Quality Service, and Communicating and Influencing will be assessed.
Successful candidates must pass criminal record checks and baseline personnel security checks.
This vacancy is open to UK nationals, Irish nationals, Commonwealth nationals with the right to work in the UK, and certain EU/EEA nationals under specified conditions.
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