Case Administrators

Overview

Case Administrators play a vital support role in probation teams, helping to keep the public safe and support people in turning their lives around. The role provides administrative support within the Probation Service (PS), ensuring staff and people on probation are supported through efficient processes and administration systems within specified timescales to promote team and Divisional objectives. The post requires commitment to equality and inclusion in line with PS policies and procedures. Some out of hours work may be required. The post holder must maintain confidentiality and handle sensitive information in accordance with policies.

Responsibilities, Activities & Duties

• Set up and maintain accurate records for people on probation and victims on relevant approved databases.
• Administer referrals and manage relationships between offender management, victims, interventions, service providers and external agencies to enhance outcomes, manage risk, and reduce reoffending.
• Prepare, maintain and collate case files, records and management information to required standards.
• Receive and distribute information via telephone, paper, and e-mail; provide cover for reception and telephone enquiry services.
• Act as a single point of contact within the unit for specialist areas of work as required.
• Deal fairly and effectively with a range of people on probation, including those in crisis or distress, following office procedures and seeking appropriate support when necessary.
• Arrange appointments and directions for the implementation of the Sentence Plan.
• Carry out enforcement administration as required.
• Issue petty cash/vouchers/warrants for travel costs where appropriate, maintaining records in line with local procedures.
• Organise equipment, materials and facilities for case management activities; report faults and arrange replacements/repairs.
• Maintain systems to ensure efficient use of unit resources and suggest improvements where appropriate.
• Undertake Visor administration tasks per procedures.
• Attend meetings as required; provide support including agenda, notes/minutes and action points.
• Ensure activities comply with Health and Safety policies; undertake equipment tests as required.
• Provide cover within the unit and other units within the LDU and Division as appropriate.
• Carry out safeguarding children duties in line with PS statutory responsibilities and agency policies.
• Demonstrate pro-social modelling skills and challenge anti-social behaviour where appropriate.
• Work within the aims and values of PS and HMPPS; roles may be based in PDUs across the region with opportunities in various functions (e.g., Accredited Programmes, Structured Interventions, Community Integration, Contracts, Courts, Integrated Offender Management, Performance & Quality, Personality Disorder Projects, Prisons, Public Protection (Custody/Community), The Homeless Prevention Taskforce, Unpaid Work).

Working Arrangements and Location

Posts will be based in PDUs across the region with allocations according to business needs. The reserve list will be managed by location preferences and merit order for each location; 12-month reserve eligibility applies after appointments. Indicate location preferences only if you are prepared to work there.

The MoJ offers Hybrid Working where business needs allow. Arrangements are informal, non-contractual, and may involve base location, other MoJ sites, or home working. Some roles may not be suitable for Hybrid Working.

Nationally advertised roles will appoint to a MoJ office location, possibly including nearest Justice Collaboration Centre or Justice Satellite Office. Pre-employment checks will determine final location.

Standard full-time hours are 37 per week (unpaid breaks). MoJ supports part-time, flexible and job-sharing arrangements where feasible. Details of terms and flexible working are provided during appointment.

Requirements and Additional Information

You must ensure that any evidence provided with your application (CV, suitability statement and behaviour examples) is truthful. Plagiarism, including content generated by artificial intelligence presented as your own, is not permitted.

Security checks: DBS Standard.

Eligibility and benefits include a range of family-friendly policies, flexible benefits, childcare considerations, paid leave (paternity, adoption and maternity), and free annual sight tests for computer users. See the Civil Service and MoJ policies for full details where applicable.

Judgement and recruitment: CSJT is part of the process for Civil Service Behaviour and Experience questions, with practice tests available. Details on reasonable adjustments and disability support are provided in the recruitment information.

Qualifications and Skills

• Behaviours: Delivering at Pace; Working Together; Managing a Quality Service; Communicating and Influencing.
• Ability to use databases; good keyboard and IT skills (MS Word, basic Excel); basic numeric skills.
• Experience with word processing and spreadsheet software; strong verbal and written communication; ability to work on own initiative.

Overview

This is an administrative role within the Probation Service. The MoJ offers training and development opportunities and a wide range of networks to support employees from diverse backgrounds. The Civil Service Code governs recruitment, which is by merit on fair and open competition. The MoJ is committed to disability inclusion and veteran recruitment initiatives.