Case Administrator

3 months ago

Exeter, United Kingdom HM Prison & Probation Service Full time

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

- 359016**Salary**:

- £22,096 - £24,718- 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**:

- Full-time, Job share, Part-time**Number of jobs available**:

- 2Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- These positions are based at NMS Brittany House, EX4 4EP, NPS 3-5 BARNFIELD ROAD EXETER, EX1 1RDAbout the job

**Job summary**:

- Please refer to job description.**Job description**:
**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 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.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

**Person specification**:

- Please refer to job description.**Behaviours**:
We'll assess you against these behaviours during the selection process:

- Delivering at Pace
- Making Effective Decisions
- Working Together
- Changing and Improving
- Managing a Quality Service

**Benefits**:

- Alongside your salary of £22,096, HM Prison & Probation Service contributes £5,855 towards you being a member of the Civil Service Defined Benefit Pension sch

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