Case Administrator to Support Senior Probation

2 months ago

Preston, United Kingdom Ministry of Justice Full time

Salary 1
- £22,096 - £24,718

Number of jobs available 1
- 1

Detail of reserve list 1
- 12 Months

Region 1
- North West

City/Town 1
- Preston

Building/Site 1
- NPS 50 AVENHAM STREET PRESTON, PR1 3BN

Grade 1
- Other

Organisation Grade for HMPPS 1
- NPS Pay Band 2 National

Post Type 1
- Permanent

Working Pattern 1
- Full Time

Role Type 1
- Operational Delivery

Job description 1

This focussed Case Administrator role is to support Senior Probation Officers in Sentence Management and Courts (where applicable) across the whole PDU. Tasks within the role will include (but are not limited to):

- Monitor shared mailboxes
- Ensure structured professional support sessions are booked with SPO and PP
- Manage rotas - including Office duty rotas
- Assist with tracking performance reports and liaising with PPs/managers when barriers are identified.
- Analyse and interpret data from the Touch Point Model ensuring key dates are met.
- Have oversight of transfers in
- Disseminate information to the team, including updates to changes in sentencing and Acts.
- Support SPO with re-arranging appointments and arranging Court/office cover should a PP be absent.
- Administration and maintenance of local communication channels - such as Teams sites.
- Support with SEEDS2 ensuring observations and meetings are scheduled with SPO and PP.
- Manage booking appointments for SPO’s.
- Support with administrative process for new starters.
- Plan and finalise agendas for meetings, arrange and attend team meetings, take minutes, and oversee actions and coordinate and distribute minutes.
- Support with allocation.
- Develop and maintain database for IPP’s/Lifers to ensure key dates are met.

This post is based in Preston with regular travel to Chorley and Skelmersdale offices, and potentially other locations occasionally.

**Overview of the job**

This is an administrative job within the National Probation Service.

**Summary**

The jobholder will provide administrative support within the National Probation Service (NPS), ensuring that staff and service users 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 NPS 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 offender 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 Service users, 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 NPS statutory responsibilities and agency po

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