Business Administrator Specialist

Ministry of Justice; East Midlands; On-site; GBP 26,000 - 38,000; Full time

Job summary

The Ministry of Justice is seeking a Senior Case Administrator to support the Band 5 Hub Manager in custody work and to ensure compliance with Sentence Calculation PSIs. The role involves managing an allocated caseload and delivering accurate records and documentation across the Offender Management unit.

You will act as a specialist administrator, develop training materials, and provide guidance to junior colleagues while coordinating with hub management on process improvements.

Qualifications

• Tasks require high attention to detail and record-keeping.
• Experience handling offender management paperwork is encouraged.
• Strong written and verbal communication within a team.

Responsibilities

• Organise, produce and maintain accurate records for the area of work.
• Undertake transactional activity for Offender Management, processing Discharge Reports, Bail applications, ROTL, HDC, MAPPA, sentence calculations, and related paperwork.
• Ensure completion of mandatory daily tasks and fair workload distribution within the team.
• Act as single point of contact for team communications and manage custody/inbox.
• Liaise with PPCS case managers and other stakeholders to share information as required.
• Maintain databases and logs, producing reports on data quality and caseloads.
• Arrange meetings and prepare minutes, action points and documentation.
• Support development of new processes and training for junior colleagues.

Job description

This role acts as a Senior Case Administrator reporting direct to the Band 5 Hub Manager. The role involves the checking and compilation of various mandated processes within the OMU department's Case Administration team. The job holder will act as deputy to the Band 5 Hub Manager in regard to Custody work and will hold responsibility for checking and ensuring compliance with Sentence Calculation PSIs. In addition to the standard case administrator role, the role involves the management of an allocated caseload. This is a non-operational job with no line management responsibilities. This role is rotational.

Responsibilities, Activities and Duties The job holder will be required to carry out the following responsibilities, activities and duties:

• Organise, produce and maintain accurate records for the area of work e.g. checklists etc.
• Undertake the transactional activity associated with the Offender Management function. This includes processing the following paperwork ready for checking and onward transmission by the Hub Manager: Discharge Report / Pre-Discharge Report Bail applications Release on Temporary License (ROTL) Home Detention Curfew (HDC) Offender Assessment and Sentence Management (OaSys) Multi-Agency Public Protection Arrangements (MAPPA) Re-categorisation Sentence calculations, including conduct initial checks Appeals Violent Sex Offender Register (VISOR) Multi-Agency Risk Assessment Planning (MARAP) Adjudications Indeterminate Sentence Prisoners Parole applications Legal Correspondence License Applications Resettlement overnight Release Prisoner Fines Foreign Nationals/Deportation/Immigration Risk to Children/Safeguarding Children Harassment/Restraining Orders Category A administration Recall paperwork Public Protection
• Ensure completion of mandatory daily tasks list and tasks have been allocated fairly within the team.
• Ensure all release and transfer paperwork has been completed by the team.
• Will hold responsibility for checking and ensuring compliance with Sentence Calculation PSIs
• Act as a SPOC for all communications to the team, prioritise and distribute to the appropriate person or relevant department in the establishment e.g. managing custody inbox/OMU inbox.
• Correspond with relevant stakeholders and agencies to ensure that they are aware of information and that it is adequately shared e.g. liaison with PPCS case managers for specific parole cases.
• Maintain and check establishment databases, manual filing systems and logs of information with responses within timescales, producing reports as required e.g. Data quality, Caseload databases, HDC Logs etc.
• Arrange any meetings including the preparation of paperwork, minutes and action points e.g. Monthly OMU Meetings, IRMT.
• Act as specialist administrator and continue to develop skills and understanding of all processes. Lead on the accommodation and assimilation of new processes or policy within the function.
• Develop training guides and aid memoirs to use in developing and training junior colleagues.
• Act as a mentor/induction co-ordinator for all new starters within the function, working to develop their initial skill set and work to increase knowledge and capability. Identify any areas of concern/deficit and advise the hub manager at the earliest opportunity.
• In conjunction with the Hub Manager to review new and existing process and provide specialist advice and consultation to Head of Department for and during discussions about new process and planning decisions.
• Investigate and report upon administrative errors within the department adopting an objective problem solving approach to issue resolution.
• Undertake other management/administrative tasks including:
• Complete monitoring returns for the area of work e.g. liaison with Hub Manager.
• Prepare paperwork for checking by their manager, conducting 20% of all initial checks as required and reporting trends and developing solutions for presentation to the Hub Manager. Completing 2 day checks.
• When required, attend meetings on behalf of their unit.
• As senior administrator, work to deliver innovation and change.
• Working alongside and informing/advising the Hub Manager during annual staff appraisals.
• Ad hoc roles and responsibilities as required.

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.