Overview
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.
Responsibilities, Activities & Duties
* 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.
* 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. This role can only be worked in the UK and not overseas. Some roles will not be suitable for Hybrid Working and arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
Locations & Terms
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. Details will be discussed and agreed on completion of pre-employment checks. 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. Some terms and conditions of Civil Service reform apply to new Civil Service staff and transfers from other civil service employers.
Requirements & Qualifications
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Civil Service Success Profile Criteria Behaviours
* Delivering at Pace
* Working Together
* Managing a Quality Service
* Communicating and Influencing
Skills & Experience
* 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
Additional Information
The reserve list for this campaign will be managed in accordance with location preference/s, as indicated in your application. We will appoint in merit list order for each location outlined in the vacancy and hold a separate locational reserve list for each of these locations. After appointments have been made using this locational appointment process, any remaining candidates who met the benchmark for the role will remain on a locational reserve list in accordance with their preferences for 12 months. Please only indicate preferences where you are prepared to work. If you are subsequently offered a role from the reserve list for a location preference indicated in your application and decline it, you will be removed from the reserve list for the vacancy, across all locational preferences.
The MoJ offers a range of benefits:
* Annual Leave: 25 days on appointment and increasing to 30 days after five years of 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).
* Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
* Networks: Employee networks provide advice and support and enable the views of employees from minority groups to be expressed to senior management.
* Eligibility: All candidates are subject to security and identity checks prior to taking up post.
* Support: A range of family-friendly policies, flexible benefits, childcare considerations, paid leave, and other support schemes.
Working for the Civil Service: The Civil Service Code sets out the standards of behavior expected of civil servants. We recruit by merit on the basis of fair and open competition. If you feel the recruitment process breached principles, you may raise a formal complaint via the channels listed in the original text.
As a Disability Confident employer, MoJ provides adjustments during the recruitment process and in the workplace. See details in the original text for further information on applying for a role as a candidate with a disability or long-term condition.
Diversity & Inclusion: The Civil Service is committed to attracting, retaining and investing in talent. Redeployment Interview Scheme and veteran initiatives are described in the original content with links where appropriate.
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