Case Administrator – Probation Services & Victim Support

Ministry of Justice; Guildford; On-site; GBP 21,000 - 28,000; Full time

Job summary

The Ministry of Justice in the Kent, Surrey and Sussex region is seeking a Case Administrator – Complaints, Deaths Under Supervision to support the Probation Service. You will handle administrative duties, maintain records, coordinate referrals, and support staff and people on probation.

This role requires strong organisational skills, attention to data quality, and the ability to handle sensitive information within established policies; some out-of-hours work may be required.

Responsibilities

• 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.

Job description

The Ministry of Justice in the Kent, Surrey and Sussex region is seeking a Case Administrator – Complaints, Deaths Under Supervision to support the Probation Service. You will handle administrative duties, maintain records, coordinate referrals, and support staff and people on probation.

This role requires strong organisational skills, attention to data quality, and the ability to handle sensitive information within established policies; some out-of-hours work may be required.