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Case Administrator

4 months ago

Exeter, United Kingdom HM Prison & Probation Service Full time

**Details**:
**Reference number**:

- 342370**Salary**:

- £20,126 - £24,225- Pro-rata- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Other- NPS Pay Band 2 National**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support**Working pattern**:

- Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- This position is based at HMYOI EXETER, EX4 4EXAbout the job

**Job summary**:

- Please refer to Job Description**Job description**:
**The Case Administrator role is based within a public prison within our region.**

**The position is part time, 0.5FTE - maximum of 18.5 hours per week**

About the role

If you are successful in the recruitment process and join the Probation Service, your starting salary will be £20,126. The Probation Service offers the opportunity for annual pay progression. The table below shows the pay increases a Case Administrator could receive:
Present Day

1 October 2023

1 April 2024

1 October 2024

£20,126

£20,126

£21,250

£22,320

To be successful in this role:

- You’ll love learning new things and can adapt to meet the needs of our organisation.
- You’ll be prepared to use your own initiative and enjoy working as part of a team.
- Multitasking will be second nature, ensuring tight deadlines are met, with a cloud first approach.
- You’ll use Agile methodologies and promote a culture of continuous improvement.
- You will be at ease working closely with other teams collaborating across diverse business areas with a range of people.

Additional duties will include but is not limited to:

- Diarising calendar with appointments
- Uploading and recording on IT systems
- Proof reading documents
- Helping to navigate and access IT systems
- Proof reading computer produced work prior to deadline submission
- Electronically record notes and forward in an accessible format

**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.
- 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