Specialist Case Administrator

This Senior Case Administrator reports directly to the Band 5 Hub Manager and supports the OMU department’s Case Administration team. The role involves checking and compiling mandated processes, managing a caseload, and acting as deputy for custody work and Sentence Calculation PSI compliance.

Responsibilities and Duties

• Organise, produce and maintain accurate records (e.g., checklists).
• Process offence‑related paperwork for onward transmission: bail applications, release on temporary licence (ROTL), offender assessment and sentence management (OaSys), MAPPA, re‑categorisation, sentence calculations (initial checks), appeals, VISOR, adjudications, parole applications, legal correspondence, licence applications, resettlement overnight release, risk to children/safeguarding, harassment/ restraining orders, category A administration, recall paperwork, and public protection.
• Ensure completion of the mandatory daily tasks list and fair allocation within the team.
• Ensure all release and transfer paperwork is completed by the team.
• Check and ensure compliance with Sentence Calculation PSIs.
• Act as a single point of contact for team communications, prioritise and distribute to appropriate personnel or departments (e.g., custody inbox/OMU inbox).
• Liaise with stakeholders and agencies (e.g., PPCS case managers) to share information.
• Maintain and check establishment databases, filing systems and logs; produce reports on data quality, caseload databases, HDC logs etc.
• Arrange meetings, prepare paperwork, minutes and action points (e.g., monthly OMU meetings, IRMT).
• Act as specialist administrator; develop skills, lead on new processes or policy, and support their integration.
• Create training guides and materials for junior colleagues.
• Mentor/induction coordinator for new starters; identify concerns and advise the hub manager.
• Collaborate with the Hub Manager to review processes and advise the Head of Department on planning decisions.
• Investigate and report on administrative errors, using objective problem‑solving and reporting to the Hub Manager.
• Complete monitoring returns for the area of work and prepare paperwork for initial checks and reporting trends.
• Attend meetings on behalf of the unit when required.
• Drive innovation and change as senior administrator.
• Assist in annual staff appraisals and other ad‑hoc responsibilities.

Behaviours

• Changing and Improving
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Making Effective Decisions

Experience

Practical knowledge and experience in custody work, including a proven record of sentence calculation and other case administrative functions for at least 12 months.

Technical Requirements

Completion of Sentence Calculation training to an Advanced Level. Job holders must complete specific training in their administrative specialism upon taking up the post. Those transferring to a young persons establishment must successfully complete an assessment demonstrating suitability to work with young people.

Abilities

Deal effectively and assertively with staff at all levels. Proficient in MS Word and MS Excel. Information collation and analysis.

Hours of Work and Allowances

Not specified; the role operates within standard full‑time hours (37 hours per week) and may be part‑time, flexible or job‑sharing where compatible with business needs.

Working Arrangements

The MoJ offers hybrid working arrangements where business needs allow. Flexible arrangements can be discussed and agreed with the successful candidate. This role must be performed in the UK.

Benefits

• Pension participation in the Civil Service Pension Scheme.
• Training and development opportunities in equality and diversity, dealing with challenging behaviour, suicide prevention, anti‑bullying programmes, promotion programmes and individual induction.
• Seasonal ticket advance after two months of service.

Legal and Equality Information

The role is open to UK nationals, nationals of the Republic of Ireland, Commonwealth citizens with a right to work in the UK, EU/Switzerland/Norway/Iceland/Liechtenstein nationals (and family members) with settled or pre‑settled status, Turkish nationals and their family members, and individuals with limited or indefinite leave to remain who applied for EUSS before 31 December 2020.

EEO and Disability

The MoJ is an Equal Opportunity Employer and a Disability Confident Employer. Reasonable adjustments will be made throughout the recruitment process and in the workplace.

Recruitment and Application Process

Applications are judged by merit and are subject to the Civil Service Commission’s recruitment principles. Candidates may submit a formal complaint if they believe the process has breached those principles.