At a Glance
- Tasks: Support the Probation Service with administrative tasks and maintain accurate records.
- Company: Join the National Probation Service, dedicated to reducing reoffending and supporting rehabilitation.
- Benefits: Enjoy flexible working options, a Civil Service pension, and generous annual leave.
- Other info: This is a fixed-term role for 12 months, perfect for students seeking experience.
- Why this job: Make a real impact in your community while developing valuable skills in a supportive environment.
- Qualifications: No specific qualifications required; just a commitment to equality and inclusion.
The predicted salary is between 24000 - 36000 £ per year.
This position is based at NPS St Katherines Devon, PL1 2TS. This is a Fixed Term position of 12 months.
Overview Of The Job
This is an administrative job within the Probation Service. 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 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.
Behaviours
We will assess you against these behaviours during the selection process:
- Delivering at Pace
- Working Together
- Managing a Quality Service
- Communicating and Influencing
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: Candidate Information Page
Selection process details
This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience. Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard 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)
- 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.
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. The Civil Service embraces diversity and promotes equal opportunities.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found.
Contact point for applicants
Job Contact: Name: Recruitment Enquiries Team Email: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk Telephone: 0845 241 5358
Case Administrator Plymouth - South West - Fixed Term (12 Months) (Ref: 6322) employer: HM Prison and Probation Service
At NPS St Katherines in Plymouth, we pride ourselves on being an excellent employer that values diversity and inclusion within our work culture. Our team members benefit from a supportive environment that encourages professional growth through access to learning and development opportunities, alongside a competitive Civil Service pension scheme. Join us for a meaningful career where you can make a real difference in the lives of individuals on probation while enjoying a healthy work-life balance.
Contact Details:
HM Prison and Probation Service Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Case Administrator Plymouth - South West - Fixed Term (12 Months) (Ref: 6322)
✨Tip Number 1
Familiarise yourself with the Probation Service's policies and procedures. Understanding their commitment to equality and inclusion will not only help you in the role but also show your dedication during the interview.
✨Tip Number 2
Brush up on your communication skills, especially in handling sensitive situations. Being able to effectively communicate with people on probation, some of whom may be distressed, is crucial for this role.
✨Tip Number 3
Gain a basic understanding of database management and record-keeping. Since you'll be responsible for maintaining accurate information, being comfortable with these tasks will give you an edge.
✨Tip Number 4
Prepare for behavioural questions that assess your ability to work under pressure and manage a quality service. Think of examples from your past experiences that demonstrate these skills.
We think you need these skills to ace Case Administrator Plymouth - South West - Fixed Term (12 Months) (Ref: 6322)
Some tips for your application 🫡
Understand the Role:Read the job description thoroughly to grasp the responsibilities and requirements. Highlight key skills such as administration, communication, and the ability to handle sensitive information.
Tailor Your CV:Customise your CV to reflect relevant experience in administrative roles, particularly within the Probation Service or similar environments. Use specific examples that demonstrate your organisational skills and ability to manage confidential information.
Craft a Strong Cover Letter:Write a cover letter that addresses why you are a good fit for this role. Mention your understanding of equality and inclusion, and how you can contribute to the team’s objectives. Be sure to express your enthusiasm for the position.
Prepare for Behavioural Questions:Since the selection process will assess your behaviours, think of examples from your past experiences that showcase your ability to deliver at pace, work collaboratively, and manage quality services. Use the STAR method (Situation, Task, Action, Result) to structure your responses.
How to prepare for a job interview at HM Prison and Probation Service
✨Understand the Role
Make sure you thoroughly read the job description and understand the responsibilities of a Case Administrator. Familiarise yourself with the key tasks such as maintaining databases, managing communications, and supporting people on probation.
✨Demonstrate Communication Skills
Since the role involves dealing with various stakeholders, practice clear and effective communication. Be prepared to discuss how you would handle sensitive situations and communicate with individuals in distress.
✨Showcase Your Organisational Abilities
Highlight your organisational skills during the interview. Discuss any previous experience where you managed multiple tasks or maintained records efficiently, as this is crucial for the administrative aspects of the role.
✨Emphasise Commitment to Equality and Inclusion
The job requires a strong commitment to equality and inclusion. Be ready to share examples of how you've promoted these values in your previous roles or how you plan to uphold them in this position.
