Case Administrator

3 months ago

Birmingham, United Kingdom Ministry of Justice Full time

Salary
- £22,096 - £24,718

Number of jobs available
- 4

Detail of reserve list
- 12 Months

Region
- West Midlands

City/Town
- Birmingham

Building/Site
- NMS Centre City Tower (1st), B5 4UA, NPS 76 WALSALL ROAD BIRMINGHAM, B42 1SF, NPS 826 BRISTOL ROAD BIRMINGHAM, B29 6NA, NPS CENTENARY HOUSE BIRMINGHAM, B33 0NL

Grade
- Other

Organisation Grade for HMPPS
- NPS Pay Band 2 National

Post Type
- Permanent

Working Pattern
- Full Time

Role Type
- Administration / Corporate Support

Job description
- 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
- Create rotas and keep them up to date. Including court duty and PSR report rotas for Court CASPO (Case admin for Senior Probation Officer)
- Process rota changes & ensuring the relevant staff are informed of the changes
- Distribute rotas in a timely manner
- Support SPO (Senior Probation Officer) with case allocations and case transfers
- Extract, analyse and interpret data from the Touch Point Model dashboard to support SPOs to achieve outcomes
- Schedule sessions to support managers to ensure key outcomes/milestones are met
- Diarise chasing PPs for any actions discussed in the sessions
- Gathering caseload data
- Draft correspondence requests from SPOs
- Maintain SPO lead list
- Monitor shared mailboxes and action requests as required
- Liaise with Management Co-ordination Hub and Recruitment and Vetting administrators to support with administrative processes for new starters
- Liaison with Management Co-ordination Hub as required to support SPO e.g. OH/ IT Order Requests
- Booking and arranging shadowing opportunities/induction
- Provide reception cover alongside Sentence Management CAs (Case Admin)
- Keeping team training logs - chasing and reminding staff to complete and feeding back to the SPO
- Act as Vetting Contact Point for your PDU.
- Maintain leave tracker on behalf of SPOs
- Arrange shadowing opportunities/inductions to include Health and Safety to court buildings
- Tracking court reports dealt with on the day or adjourned to identify trends
- Support SPO with rearranging appointments/ court cover.
- Support with allocating and submitting court reports
- Gathering performance data for Courts

**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

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