CASPO Task List Meetings Team Meetings HR Meetings Sickness Meetings Formal Case Discussion Meetings Pre-release meetings CASPOs should not have internal access to an SPOs calendar or send invites from an SPO's mailbox. HR and Job Evaluation have confirmed that HR meetings are suitable for a band 2 role, however, individual consideration from the SPO needs to be given to whether the PP is comfortable with the CASPO being present. If a member of staff request that the CASPO is not present during the meeting then this needs to be considered. A confidentiality caveat should be stated at the beginning of any sensitive meeting. Some regions have expressed concerns with this task and it is recognised they may want this task to be undertaken by a band 3 role. • • Plan, finalise and distribute agenda • • Schedule meetings • • Room booking or setting up MS Teams • • Send invites • • Minute taking and distribution of minutes Rotas Create and Maintain Rotas Any issues or concerns with the rota that require further consideration or decisions should be handled by an SPO • • Create rotas and keep them up to date • • Manage changes & ensuring the relevant staff are informed of the changes • • Distribute rotas in a timely manner General Court SPO Support Sentence Management SPO Support Tasks allocated through JITBIT should be relevant to the primary function of supporting an SPO (e.g., transfers) not for general case administration activities. CASPOs should not be performing tasks on behalf of management coordination hubs/corporate hubs. However, if required, they can support, and work with the hub to ensure resolution. Where a contact is being added to nDelius on behalf of an SPO, the SPO must first approve the content. The CASPO should state in the contact log that it has been added on behalf of the SPO, stating the name of the SPO and date of approval. • • Assist with general administration surrounding SPOs in Court's core activities • • Support with allocating and submitting PSRs • • Support rearranging appointments/court cover for absent PPs • • Disseminate court communications to the teams (e.g., updates to changes in sentencing and acts) • • Coordinate meetings for internal and external attendees: e.g., book rooms, arrange refreshments, prepare material, greet visitors • • Gathering caseload data • • Administration support for allocations • • Administrative support for Part B/Cs • • Running reports • • Provide administrative support for Subject Access Requests • • Partnership working administration • • Action allocated JITBIT tickets • • Monitor tickets allocated to SPOs • • Tracking orders of IT equipment and liaise with hub on behalf of the SPO • • Tracking orders of reasonable adjustment equipment • • HR administration: collating new starter forms and new starter folders. This task related to new staff that the SPO is responsible for. CASPOs should not have any interaction with SOP on behalf of the SPO or corporate hubs. • Liaising with management coordination hubs / corporate hubs to input requests and/or monitor progress of requests (In some regions this task will be undertaken by SAOs and/or MCH's. • • Distribution of posters/raising new posters with key messages to SPOs for dissemination to the team • • Produce and issue letters on behalf of the SPO • • Add contacts onto NDelius on behalf of the SPO • • Collate information for Health & Safety reports - only to be undertaken if providing relief to the SPO Case Allocation/Transfers Administration Support Administrative support tasks should be confirmed locally Allocation of cases is strictly an SPO task • Track and monitor transfers in and out of a PDU. This should only be undertaken where it is providing support to the SPO • • Track and monitor case allocations Touch Points Model Administration Support A confidentiality caveat is stated at the beginning of any sensitive meeting • Overview of the job This is an administrative job within the National Probation Service. Summary The jobholder will provide administrative support within the National Probation Service (NPS), ensuring that staff and service users 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 NPS 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. Responsibilities, Activities & Duties The job holder will be required to carry out the following responsibilities, activities and duties: Responsible for setting up and maintaining accurate offender 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 Service users, 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 NPS 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 NPS and NOMS The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under Job Evaluation and shall be discussed in the first instance with the Job Holder. Behaviours Delivering at Pace Making Effective Decisions Working Together Changing and Improving Managing a Quality Service Essential Experience Strong communication skills (verbal and written) and ability to communicate effectively with a wide range of individuals, including those who may present difficult or aggressive behaviour Use and work on own initiative An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh Technical requirements Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel Possess basic numeric skills. Ability Ability to use databases Additional Information This role is 9am to 5pm every Wednesday, Thursday and Friday - 22 hours per week Working Arrangements & Further Information 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. Benefits The MoJ offers a range of benefits: 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 direct 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. Eligibility All candidates are subject to security and identity checks prior to taking up post Support A range of 'Family Friendly' policies such as opportunities to work reduced hours or job share. Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services. For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/. Paid paternity, adoption and maternity leave. Free annual sight tests for employees who use computer screens. Working for the Civil Service The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiriesgov.sscl.com); To Ministry of Justice Resourcing team (resourcing-management-officejustice.gov.uk); To the Civil Service Commission (details available here) The Civil Service embraces diversity and promotes equal opportunities. 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. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns. You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team. For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage. We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity. Interview dates To be confirmed Closing Date: 03/05/2024, 23:55 hours. Contact information If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiriesgov.sscl.com. Please quote the job reference - 86368. Success Profiles Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance. if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiriesgov.sscl.com) in the first instance