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- Tasks: Support the Probation Service with administrative tasks and maintain accurate records.
- Company: Join a dedicated team within the Probation Service, focused on rehabilitation and community safety.
- Benefits: Enjoy flexible working options, a Civil Service pension, and generous annual leave.
- Why this job: Make a real impact in people's lives while developing valuable skills in a supportive environment.
- Qualifications: No specific qualifications required; just a commitment to equality and inclusion.
- Other info: Part-time and full-time roles available, with opportunities for future positions.
The predicted salary is between 24000 - 36000 £ per year.
This position is based at NPS 190-196 WESTGATE WAKEFIELD WF2 9RF, NPS 30 ALBION STREET DEWSBURY WF13 2AJ, NPS 59 BRADFORD ROAD CLECKHEATON BD19 3LW
Job Summary
Please refer to Job Description
Job Description
Case Administrator works either Full Time or Part Time (0.5FTE). Our immediate vacancies are 1 x PT 0.5 FTE at Westgate Approved Premises, Wakefield. However, all appointable candidates from this campaign who cannot be offered immediate positions, will be held on a merit list for 12 months. This will be used to fill future Case Administrator vacancies at the Approved Premises listed.
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 Administrator works either Full Time or Part Time (0.5FTE). Our immediate vacancies are 1 x PT 0.5 FTE at Westgate Approved Premises, Wakefield. However, all appointable candidates from this campaign who cannot be offered immediate positions, will be held on a merit list for 12 months. This will be used to fill future Case Administrator vacancies at the Approved Premises listed.
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/7072?entityId=7072 #J-18808-Ljbffr
Case Administrator, West Yorkshire Approved Premises (Ref: 7072) 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, West Yorkshire Approved Premises (Ref: 7072)
✨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 align with their values but also demonstrate your dedication to the role during any discussions.
✨Tip Number 2
Brush up on your administrative skills, particularly in managing databases and handling sensitive information. Being able to showcase your proficiency in these areas can set you apart from other candidates.
✨Tip Number 3
Prepare for potential scenarios where you may need to interact with individuals in distress or crisis. Think about how you would handle such situations effectively and calmly, as this is a key aspect of the role.
✨Tip Number 4
Network with current or former employees of the Probation Service if possible. They can provide valuable insights into the work culture and expectations, which can help you tailor your approach when applying.
We think you need these skills to ace Case Administrator, West Yorkshire Approved Premises (Ref: 7072)
Some tips for your application 🫡
Understand the Role: Read the job description thoroughly to understand the responsibilities and requirements of the Case Administrator position. Tailor your application to highlight how your skills and experiences align with these specific duties.
Highlight Relevant Experience: In your CV and cover letter, emphasise any previous administrative roles or experience within the Probation Service or similar environments. Use specific examples to demonstrate your ability to manage sensitive information and work effectively under pressure.
Showcase Your Skills: Make sure to mention key skills that are relevant to the role, such as communication, organisation, and teamwork. Provide examples of how you have successfully used these skills in past positions, especially in dealing with challenging situations.
Follow Application Instructions: Ensure you follow all application instructions carefully. This includes submitting your application through the specified platform, providing all required documents, and adhering to any formatting guidelines. Double-check for any specific questions or prompts that need addressing.
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. Be prepared to discuss how your skills and experiences align with the specific duties mentioned, such as maintaining accurate records and managing sensitive information.
✨Demonstrate Communication Skills
Since the role involves dealing with a range of people, including those in distress, it's crucial to showcase your communication skills. Prepare examples of how you've effectively communicated in challenging situations, ensuring you highlight your ability to remain calm and professional.
✨Showcase Your Organisational Skills
The job requires strong organisational abilities, so be ready to discuss how you manage your time and tasks. Consider sharing specific examples of how you've successfully organised projects or maintained systems in previous roles, especially in an administrative context.
✨Prepare for Behavioural Questions
Expect behavioural questions that assess your ability to work under pressure and collaborate with others. Use the STAR method (Situation, Task, Action, Result) to structure your responses, focusing on scenarios that demonstrate your problem-solving skills and teamwork.
