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. The role requires a commitment to equality and inclusion in line with PS policies and procedures. Some out of hours work may be required. The post holder must adhere to policies regarding the sensitive/confidential nature of information handled.
Responsibilities, Activities & Duties
* Set up and maintain accurate information on probation and victims on relevant approved databases.
* Administer referrals and manage relationships between offender management, victims, interventions, service providers and external agencies to enhance positive outcomes, manage risk, and reduce reoffending.
* Prepare, maintain and collate case records and management information in accordance with required standards.
* Receive and distribute information via telephone, paper, and e-mail; provide cover for reception and telephone enquiry service.
* Act as a single point of contact within the unit for a specialist area of work as required.
* Deal fairly and effectively with a range of people on probation, including those in crisis, distress, or displaying challenging behaviour, and seek appropriate support where needed.
* Make practical arrangements such as appointments and directions for the implementation of the Sentence Plan.
* Carry out enforcement administration as required.
* Where necessary, issue petty cash/vouchers/warrants for travel costs, maintaining appropriate records in line with local financial procedures.
* Organise equipment, materials and facilities for case management activities; report faulty equipment and arrange for replacement/repair as agreed.
* Maintain systems to ensure efficient use of general unit resources and make improvements as needed.
* Undertake Visor administration tasks in accordance with procedures.
* Attend meetings as appropriate and support meetings, including organising agenda, taking and distributing notes/minutes and action points.
* Ensure activities comply with Health and Safety policies; 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 PS statutory responsibilities and agency policies.
* Demonstrate pro-social modelling by reinforcing pro-social behaviour and challenging anti-social behaviour and attitudes.
* Work within the aims and values of PS and HMPPS. Roles may be based in a variety of office, court, team or prison locations; allocations will be made according to business need.
About the role
* This is an administrative role within the Probation Service. Case Administrators support probation staff to work with people on probation, ensure processes run efficiently, and maintain systems and case information.
* You will use strong communication skills to handle enquiries from colleagues, agencies and people on probation in a busy environment.
Recruitment Process & About the role locations
* To apply, complete a short application form and provide responses to Civil Service Behaviours and Experience-based questions. A Civil Service Judgement Test (CSJT) is required, with practice tests available. Details on reasonable adjustments are provided.
* Case Administrators may be based in Probation Delivery Units (PDU), Courts, Prisons, etc., across the region. Listed potential settings include Accredited Programmes, Structured Interventions & Attendance Centres; Community Integration and Contracts; Contracts; Courts; Integrated Offender Management; Performance & Quality; Personality Disorder Projects; Prisons; Public Protection (Custody); Public Protection (Community); The Homeless Prevention Taskforce; Unpaid Work (community payback).
Working Arrangements & Benefits
* Hybrid Working arrangements may be available where business needs allow. Some roles may not be suitable for hybrid working.
* Standard full-time working hours are 37 hours per week; part-time and flexible working patterns are considered where they meet role requirements.
* New entrants join at the entry point of the advertised band; salary progression may occur via a Competency Based Framework (CBF) where eligible. Civil Service pay reforms may apply.
* Benefits include 25 days annual leave (30 days after five years’ service) plus public holidays; LGPS pension; training and development; employee networks; and family-friendly policies.
Eligibility & Equal Opportunities
All candidates are subject to security and identity checks. An ability to fulfill all spoken aspects of the role in English is required (Welsh where specified).
Notes: This description reflects the information available at the time of publication. It includes statements on diversity and inclusion, redeployment opportunities, and general Civil Service commitments to equality and fair recruitment.
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