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- Tasks: Support probation teams by managing administrative tasks and helping individuals turn their lives around.
- Company: Join the Probation Service, dedicated to public safety and rehabilitation.
- Benefits: Enjoy flexible working options, a Civil Service pension, and generous annual leave.
- Why this job: Make a real difference in people's lives while building a rewarding career.
- Qualifications: Empathy, organisation, and patience are key; no prior experience required.
- Other info: Opportunity for personal growth and development in a supportive environment.
The predicted salary is between 19000 - 26000 £ per year.
This position is based at NPS 33 WESTGATE STREET CARDIFF, CF10 1JE
Job Summary
Please refer to Job Description
Job Description
Case Administrators play a vital support role in probation teams, helping to keep the public safe. Giving people the chance to turn their lives around. Building a rewarding professional career.
We’re looking for empathetic, patient, and organised people to join us in this varied role, which offers the chance to make a difference, gain new skills and build a rewarding career within the Probation Service.
If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,583.
Overview Of The Job
This is an administrative job within the Probation Service.
Summary
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.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Case Administrators play a vital support role in probation teams, helping to keep the public safe. Giving people the chance to turn their lives around. Building a rewarding professional career.
We’re looking for empathetic, patient, and organised people to join us in this varied role, which offers the chance to make a difference, gain new skills and build a rewarding career within the Probation Service.
If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,583.
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.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Person specification
Please Refer To Job Description
Behaviours
We\’ll assess you against these behaviours during the selection process:
- Delivering at Pace
- Working Together
- Managing a Quality Service
- Communicating and Influencing
- Access to learning and development
- A working environment that supports a range of flexible working options to enhance your work life balance
- A working culture which encourages inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%
- Annual Leave
- Public Holidays
- Season Ticket Advance
For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.
https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ
Feedback will only be provided if you attend an interview or assessment.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.
Security
Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
This Job Is Broadly Open To The Following Groups:
- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
- individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window)
Working for the Civil Service
The Civil Service Code (opens in a new window) 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 (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service Code (opens in a new window) 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 (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
Diversity and 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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Contact point for applicants
Job Contact :
- Name : Recruitment Enquiries Team
- Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
- Telephone : 0845 241 5358
Recruitment team
- Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
Further information
Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints
https://jobs.justice.gov.uk/careers/JobDetail/7004?entityId=7004 #J-18808-Ljbffr
Case Administrator - Cardiff and the Vale (Wales) (Ref:7004) employer: HM Prison and Probation Service
Contact Detail:
HM Prison and Probation Service Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Case Administrator - Cardiff and the Vale (Wales) (Ref:7004)
✨Tip Number 1
Familiarise yourself with the Probation Service's values and objectives. Understanding their mission to support rehabilitation and reduce reoffending will help you align your responses during interviews, showcasing your commitment to these goals.
✨Tip Number 2
Highlight any experience you have in administrative roles or working with vulnerable individuals. Be prepared to discuss specific examples that demonstrate your empathy, patience, and organisational skills, as these are key traits for a Case Administrator.
✨Tip Number 3
Prepare for situational questions that may arise during the interview. Think about how you would handle challenging situations, such as dealing with distressed individuals or managing multiple tasks under pressure, and practice articulating your thought process.
✨Tip Number 4
Network with current or former employees of the Probation Service if possible. They can provide valuable insights into the role and the work environment, which can help you tailor your approach and demonstrate your genuine interest in the position.
We think you need these skills to ace Case Administrator - Cardiff and the Vale (Wales) (Ref:7004)
Some tips for your application 🫡
Understand the Role: Read the job description thoroughly to understand the responsibilities and skills required for the Case Administrator position. Tailor your application to highlight how your experience aligns with these requirements.
Showcase Relevant Skills: Emphasise your organisational, communication, and interpersonal skills in your CV and cover letter. Provide specific examples of how you've demonstrated these skills in previous roles, especially in administrative or support positions.
Highlight Empathy and Patience: Since the role involves dealing with individuals who may be in distress, it's crucial to convey your empathetic nature. Share experiences where you successfully managed challenging situations with patience and understanding.
Proofread Your Application: Before submitting your application, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is essential for an administrative role.
How to prepare for a job interview at HM Prison and Probation Service
✨Show Empathy and Patience
As a Case Administrator, you'll be dealing with individuals who may be in distress or crisis. Demonstrating empathy and patience during your interview will highlight your suitability for the role. Share examples from your past experiences where you've successfully managed sensitive situations.
✨Understand the Role's Responsibilities
Familiarise yourself with the specific duties outlined in the job description. Be prepared to discuss how your skills align with tasks such as maintaining accurate records, managing communications, and supporting people on probation. This shows that you are serious about the position and understand what it entails.
✨Highlight Organisational Skills
The role requires strong organisational abilities. During the interview, provide examples of how you've effectively managed multiple tasks or projects in the past. This could include managing schedules, maintaining databases, or coordinating with various stakeholders.
✨Demonstrate Communication Skills
Effective communication is key in this role, especially when dealing with diverse individuals. Prepare to discuss how you have successfully communicated in challenging situations, whether through verbal or written means. This will reassure the interviewers of your capability to handle the demands of the job.