Case Administrator, Yorkshire and the Humber Probation Service, North and North East Lincolnshire, Grimsby

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

The job holder will be required to carry out the following responsibilities, activities and 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 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 the Job Evaluation Scheme and shall be discussed in the first instance with the job holder., Case Administrators play a key role, using their great organisational and communication skills to support their probation colleagues and help people on probation turn their lives around. It's a challenging and rewarding role, with great training, support, and opportunities for progression. For further details, please read our candidate pack., · You will be at ease working closely with other teams collaborating across diverse business areas with a range of people.

What it's like being a Case Administrator

The specific tasks you are asked to undertake as a Case Administrator may change from time to time. However, any work you are asked to complete will be in line with the Case Administrator job description as outlined in this advert. Some of the specific areas of work as a Case Administrator might be:


• Electronic Monitoring System (EMS) administration - Providing administration support within a regional probation EMS team, monitoring and supporting Probation Practitioners in actioning incoming EMS alerts in accordance with agreed processes, maintaining accurate records across EMS/Probation systems, monitoring and actioning EMS performance reports, working with large spreadsheets and databases, accurately maintaining records etc.



• Case Admin for Senior Probation Officers (CASPO) - Providing administration support to Senior Probation Officers, including administering meetings, taking minutes of meetings, creating and distributing rotas, providing regular performance reports to SPO's, maintaining annual leave trackers etc.



• Workforce Planning administration - Providing administration support to Business Managers, completing and submitting workforce planning forms, preparing business cases, updating records, completing the Workforce Planning Tool, booking rooms for interviews etc.


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., 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-enquiries@gov.sscl.com) in the first instance
Supporting document 1
Candidate_Pack_Case_Administrator v2.pdf - 2130KB

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Behaviours


• Delivering at Pace


• Making Effective Decisions


• Working Together


• Changing and Improving


• Managing a Quality Service


Ability


• Ability to use databases


• Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel


• Possess basic numeric skills, 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

The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.
Mandatory Eligibility Requirements, · You'll love learning new things and can adapt to meet the needs of our organisation.

· You'll be prepared to use your own initiative and enjoy working as part of a team.

· Multitasking will be second nature, ensuring tight deadlines are met.

· You'll use Agile methodologies and promote a culture of continuous improvement.

If you are successful in the recruitment process and join the Probation Service, your starting salary will be £22,096. The Probation Service offers the opportunity for annual pay progression. The table below shows the pay increases a Case Administrator could receive:

1 Apr24

£22,096

To be successful in this role, 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 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);


• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);


• To the Civil Service Commission (details available here)


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.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
Interview dates
Expected week commencing 24th June 2024.
Closing Date, Delivering at Pace
Managing a Quality Service
Making Effective Decisions
Strengths may also be assessed at interview but these are not shared in advance.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.