Case Administrators

Case Administrators play a vital support role in probation teams, helping to keep the public safe and to give people the chance to turn their lives around. 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. Case Administrators are required to work within a variety of settings. There may be opportunities for positions within Probation Delivery Units (PDU), Courts, Prisons, etc. depending on business requirements.
• These posts will be based in PDUs across the region and the following Probation Service functions: Accredited Programmes, Structured Interventions & Attendance Centres; Community Integration and Contracts; Contracts; Courts; Integrated Offender Management; Performance & Quality; Personality Disorder Projects; Prisons; Public Protection (Custody); Public Protection (Community); The Homeless Prevention Taskforce; Unpaid Work.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home. Some roles will not be suitable for Hybrid Working, and arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS\’ Flexible Working policy.

You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.

Level of security checks required: DBS Standard.

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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh. Civil Service Success Profile Criteria Behaviours: Delivering at Pace, Working Together, Managing a Quality Service, Communicating and Influencing.

Qualifications & Experience

• Ability to use databases
• Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel
• Possess basic numeric skills
• Experience using word processing and spreadsheet software
• Communication skills (verbal and written) and ability to communicate effectively with a wide range of individuals
• Ability to use and work on own initiative

By managing offenders in the community, the Probation Service protects the public from the effect of crime and gives offenders the chance to turn their lives around. Join us and you’ll be part of a supportive team that thrives on sharing knowledge and expertise.

Successful applicants may be based at a wide variety of office, court, team, or prison locations within the Probation Service region. Allocations will be made according to business need.

Recruitment Process There are two stages in applying for this role: you will complete a short application form and respond to Civil Service Behaviour and Experience based questions. You will then sit the Civil Service Judgement Test (CSJT). The CSJT is a two-part test assessing your ability to make decisions in relation to specific civil service behaviours. Practice tests are available, and further information about the CSJT can be found in the provided links.

Please note: there will be a short window of 2 working days to discuss and agree any adjustments for the online test, following the job advert closing.

If you join the Probation Service, your starting salary will be £23,583.

Overview of the job

This is an administrative job within the Probation Service.

Benefits

• Annual leave: 25 days on appointment, rising to 30 days after five years, plus public holidays. Pro-rata for part-time roles.
• Pension: Local Government Pension Scheme via GMPF. Details at www.gmpf.org.uk.
• Training: extensive training and development opportunities.
• Networks: employee networks for minority groups and allies.
• Eligibility: security and identity checks are required.
• Family friendly policies, flexible benefits, childcare support information, paid parental leave, and other practical benefits.
• Disability and diversity considerations, including reasonable adjustments in recruitment and the workplace.

Working for the Civil Service: The Civil Service Code and merit-based recruitment principles apply. If you feel the process has breached recruitment principles, you may raise a formal complaint. Information and contacts are provided within the job text.