8653 - Case Administrator to Senior Probation Officer - PDU Birmingham North East & Solihull

www.findapprenticeship.service.gov.uk - Jobboard; Birmingham; On-site; GBP 23,000 - 28,000; Full time

Job summary

A national public service agency is seeking an organized and empathetic individual for an Administrative Support role within the Probation Service. The successful candidate will manage various administrative tasks to support staff and individuals on probation, ensuring efficient processes that promote positive outcomes. This position provides an opportunity to make a difference in the community and contribute to the rehabilitation of individuals.

Qualifications

• Proficient in maintaining accurate databases related to probation and victim information.
• Ability to manage sensitive information and support diverse individuals in crisis.
• Excellent communication skills to liaise effectively with various stakeholders.

Responsibilities

• Administer meetings, set agendas, and take minutes.
• Provide administrative support for case allocations and transfers.
• Maintain and update team training logs.

Skills

Organizational skills

Empathy

Patience

Job description

Administer meetings with SPO Responsibility - plan and finalise agenda.

Schedule meetings/appointments/supervision sessions for SPO as required including SEEDS2 and professional support sessions.

Room booking or setting up MS Teams.

Send invitations to meetings.

Minute taking and distribute minutes for general staff meetings.

Create and manage rotas and keep them up to date.

Process rota changes & ensuring the relevant staff are informed of the changes.

Distribute rotas in a timely manner. Providing administrative support to SPO with case allocations and case transfers.

Gathering performance data. 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 Practitioners 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 Coordination Hub (MCH) and Recruitment and Vetting administrators to support with administrative processes for new starters.

Liaison with MCH as required to support SPO e.g. OH/ I.T. Order Requests.

Booking and arranging shadowing opportunities/induction.

Provide reception cover alongside Sentence Management CAs.

Keeping team training logs – chasing and reminding staff to complete and feeding back to the SPO.

Act as Vetting contact point for the PDU. Maintain team leave tracker on behalf of SPOs. Support inductions to include Health and Safety and buildings. Case Administrators play a vital support role in probation teams, helping to keep the public safe. Giving people the chance to turn their lives around. Building a rewarding professional career.

We’re looking for empathetic, patient, and organised people to join us in this varied role, which offers the chance to make a difference, gain new skills and build a rewarding career within the Probation Service.

If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,583.

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.
• Receive and distribute information and communications in an appropriate manner, e.g. telephone, paper, e-mail.
• 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.