Case Administrator

Ministry of Justice; Leicester; On-site; GBP 25,000 - 27,000; Full time

Benefits offered by this job

LGPS pension

Staff training opportunities

Job summary

Ministry of Justice in the United Kingdom is seeking an administrative support officer within the Probation Service. You will help staff and people on probation by maintaining efficient processes and accurate administration systems to support team objectives.

The role may require some out of hours work and adherence to PS policies and confidentiality. You will manage databases for probation and victims, prepare and collate records, provide reception cover, and assist with referrals among

Qualifications

• Experience with word processing and spreadsheet software.
• Good communication skills (verbal and written) and ability to communicate with a wide range of individuals.
• Ability to use own initiative and work independently.

Responsibilities

• Set up and maintain probation and victim information on approved databases.
• Prepare, maintain and collate case records and management information; receive and distribute information via telephone, paper and email; provide reception coverage.
• Act as single point of contact within unit for specialist areas; arrange appointments and directions for Sentence Plan implementation.
• Carry out enforcement administration; issue petty cash/vouchers/warrants for travel costs; organise equipment, materials and facilities; support meetings and take minutes.

Skills

Database skills

MS Word

MS Excel basics

Keyboard skills

Communication

Team collaboration

Job description

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.

Behaviours:

Delivering at Pace Working Together Managing a Quality Service Communicating and Influencing Ability: Ability to use databases Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel Possess basic numeric skills

Experience:

• Using word processing and spreadsheet software
• Communication skills (verbal and written) and ability to communicate effectively with a wide range of individuals
• Use and work on own initiative

£24,645 - £26,723

Annual Leave: Annual leave is 25 days on appointment and will increase to 30 days after five years' service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension: The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information. Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.

Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks: The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.

Eligibility: All candidates are subject to security and identity checks prior to taking up post.

Support: A range of 'Family Friendly' policies such as opportunities to work reduced hours or job share. Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.

Secretarial, PAs, Administration https://jobs.justice.gov.uk/careers/JobDetail/23384