Case Administrator

Salary: £, - £,

Contract: 9 months Fixed Term

Hours: per week 

HMP Dovegate is a Category B adult male facility near Uttoxeter, Staffordshire. Serco cares for up to 0 male adult prisoners over the age of serving a range of sentences including trial, remand, those awaiting sentence and convicted men serving long and short term sentences.

HMP Dovegate has the UK’s only privately run purpose-built therapeutic facility. The therapy offered helps offenders stop their pattern of offending.

Administrating and supporting the coordination of the fulfilment and accurate recording/analysis of Case Administration across HMP Dovegate.

Key Purpose 

You are required to assist the Prison Offender Managers with administration duties. This will include generating and safe handling of all documentation relating to offenders residing and of all new arrivals at HMP Dovegate.

To ensure a high level of security and confidentiality is maintained in relation to staff and prisoners, and that all information, both written and oral, is treated confidentially. A key element of this role is computer based working therefore you will need to possess high level office base skills. 

You will be required to effectively communicate both in writing and verbally with external agencies include Police (IOM), Probation, Magistrates and Crown Courts and other Prisons to ensure that all offenders that are received in custody have the appropriate documentation. 

You will be required to attend and complete prison service training to enable you to carry out all case administration duties as stated in the specific requirements. 

You will demonstrate a positive attitude to change and show flexibility in the work place.

Structure and Reporting Relationnship

Reporting relationship to OMU/Hub Managers who will have daily oversight and managerial responsibility. 

OMU/Hub Manager will report to Head of Offender Management Services 

Head of Offender Management Services reporting to Head of Resettlement 

Requirements of the role

To provide clerical and administrative support for all areas of the department. You will be responsible to effectively communicate internal partners and external agencies.  To ensure at all times that all records are completed to high standard of accuracy on the relevant computer systems, and appropriate local recording systems, including manual and electronic files.  To work as part of the team in an efficient and professional manner. To work closely with Prison Offender Managers/Supervisors to assist with the administration for all transfers, new receptions into custody and discharges. This will include producing licences for offenders post release.  To develop you knowledge and skills of the job role both in situ and through training, have an understanding of all relevant procedures and provide help and support in all areas of the function.  An essential element of the role is to carry out sentence calculations in line with the PSI guidelines, on completion of training you will be required to maintain your competency levels.  To administer all systems within the OMU in support of Prison Offender Managers/Supervisors  Produce reports as requested, and maintain accurate records of all actions taken. Ensure you are aware of and work within the legislation of the Health and Safety at Work Act, with particular attention to the safe systems of work applicable to your area.  Initiate and collate reports for forwarding to relevant internal departments and external agencies within specific time scale.  Daily filing and archiving of records, including the control and security of prisoner files.  To operate the PNC machine producing reports as necessary if appropriately trained.  You will be required to schedule reports to internal departments to allow process for sentence planning meetings/parole dossiers/re-categorisation as required per PSI guidelines.  Be flexible in your approach – you will be required to support all OM areas 

Specialist Case Admin Roles Parole 

To undertake the duties required as Parole Clerk as indicated in PSO 0  Identify those prisoners eligible for parole and start to process in line with the timetable, including requesting reports for parole dossiers  Compile parole dossiers in line with PSO 0 and ensure that it reached the Parole Board Secretariat by the target date of at least weeks before Parole Eligibility Date To advise Offender Supervisors when the parole commences for offender on their caseload; to ensure sufficient time in given for the completion of parole reports Accurately, record and maintain the monthly parole data that is to be supplied to the hub managers

Public Protection

To undertake the duties as required by the Public Protection Manual  To identify all offenders subject to public protection measures; completing all relevant documentation and informing the relevant departments Monitor telephone calls and mail in accordance with PSI /1 To collate reports for the Inter-departmental Risk Management Meeting and High Risk pre-release board. Ensure accurate minutes are recorded as disseminated to relevant departments

Custody

On a rota basis to print out PNC’s as required  To ensure files are prioritised correctly when received and processed in accordance with the prison service instructions Ensure effective communication with other establishments when their prisoners are required to attend court; as per protocol To ensure functional mailboxes are monitored throughout the day Send a list to Geo Amey of all prisoners who require transport for court the following day  Create a diary entry for those on the list in the establishment and ensure their records are forwarded to the reception department  For those prisoners who are discharged to court appearances or police productions you will need to ensure that the core record and warrant is made available for transport to the court with the prisoner  To process court releases in a timely manner ensuring that all necessary paperwork has been received To book video links for courts as required 

Home Detention Curfew

To undertake the duties required as a HDC Clerk to undertake the duties required as a HDC Clerk as indicated in the HDC Policy Framework. Not to worry if it can't be amended Identify at the earliest opportunity those offenders that are eligible for HDC and process in accordance with the required timeframes  To record and maintain all figures associated with HDC

Essentials

Excellent administration skills / experience of working in busy office environment  Excellent communication skills both written and oral  High level skills with Microsoft Word and Excel  GCSE passes in English and Mathematics  Sentence Calculation Level 1 (After Training and to Remain Competent) 

Desirable 

An understanding of Offender Management Unit work Previous experience of working with Offenders 

What we offer

Pension upto – 6%
Employee Assistance Programme
Chance to contribute to innovation in the public services
A company passionate about diversity and inclusion
Serco Benefits package
A safe and supportive culture
A company passionate about diversity and inclusion

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