Case Administrator

The case administrator role supports Probation Service staff in managing people on probation. The holder will provide administrative support, maintain accurate probation record systems, ensure efficient referral processes, and help promote the team and Divisional objectives.

Responsibilities

• Set up and maintain accurate people on probation and victim information on approved databases.
• Administer referrals and coordinate relationships between offender management, victims, interventions, service providers and external agencies to enhance outcomes, manage risk and reduce re‑offending.
• Prepare, maintain and collate case files, other records and management information to required standards.
• Receive and distribute information and communications via telephone, paper and e‑mail.
• Provide cover for the reception and telephone enquiry service.
• Act as single point of contact within the unit for specialist areas 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 exhibit inappropriate or aggressive behaviour, seeking support in line with office procedures.
• Arrange appointments, directions and other practical matters for the implementation of sentence plans.
• Carry out enforcement administration as required.
• Issue petty cash/vouchers/warrants for travel costs, maintaining records in line with local financial procedures.
• Organise equipment, materials and facilities for case management activities.
• Report faulty equipment or materials to the Manager and arrange replacement or repair as agreed.
• Maintain resource systems and recommend improvements as necessary.
• Undertake Visor‑specific administration tasks in accordance with procedures.
• Attend meetings and provide support, including organising agendas, taking notes, and distributing minutes and action points.
• Ensure activities comply with Health and Safety policies and conduct equipment tests as required.
• Provide cover within the unit and to other units within the LDU and Division as required.
• Conduct safeguarding children duties in line with PS statutory responsibilities and agency policies.
• Demonstrate pro‑social modelling skills, reinforcing positive behaviour and challenging anti‑social attitudes.
• Work in a variety of office, court, team or prison locations within the Probation Service region, as business needs dictate.

Requirements

• Behavioural Profile (Civil Service Success Criteria)
• Delivering at Pace
• Working Together
• Managing a Quality Service
• Communicating and Influencing Ability
• Use of databases
• Good keyboard and IT skills, including proficiency in MS Office Word and basic Excel skills
• Basic numeric skills
• Experience using word processing and spreadsheet software
• Strong verbal and written communication skills, able to communicate with a wide range of individuals

Benefits

• Annual leave: 25 days on appointment, increasing to 30 after five years' service, plus public holidays.
• Free annual sight tests for employees who use computer screens.
• Pension: Local Government Pension Scheme via Greater Manchester Pension Fund.
• Training and development opportunities offered by the Ministry of Justice.
• Access to employee‑run networks for minority ethnic origin, disability, caring responsibilities, women, LGBT+ staff.
• Childcare support: guidance on alternatives to childcare vouchers, access to Tax‑Free Childcare.
• Paid parental leave and paternity, adoption and maternity leave.
• Flexible benefits such as voluntary benefits, retail vouchers and discounts.
• Family‑friendly policies including reduced hours and job share options.

Working Arrangements

The MoJ offers hybrid working arrangements where business need allows, blending base location, other MoJ sites or home, but the role must be based within the UK.

Diversity & Inclusion

The Civil Service is committed to attracting, retaining and investing in talent wherever it is found, with a strong focus on diversity and inclusion. Disability Confident employers provide reasonable adjustments throughout all stages of recruitment and in the workplace. The MoJ also runs dedicated initiatives for veterans, and explores redeployment opportunities under the Redeployment Interview Scheme.