Case Administrator

at  Ministry of Justice

Salary
£22,096 - £24,718
Number of jobs available
1
Detail of reserve list
12 Months
Region
Wales
City/Town
Cardiff
Building/Site

HM PRISON CARDIFF CARDIFF, CF24 0UG

Grade
Other
Organisation Grade for HMPPS
NPS Pay Band 2 National
Post Type
Permanent
Working Pattern
Full Time
Role Type
Administration / Corporate Support
Job description
HMPPS in Wales:

SUMMARY

The jobholder will provide administrative support within the National Probation Service (NPS), ensuring that staff and service users 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 NPS 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.

ESSENTIAL EXPERIENCE

• Strong communication skills (verbal and written) and ability to communicate effectively with a wide range of individuals, including those who may present difficult or aggressive behaviour
• Use and work on own initiative
  An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh

TECHNICAL REQUIREMENTS

• Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel
• Possess basic numeric skills.

ABILITY

• Ability to use databases
  Welsh Job Description
  case admin -welsh.doc – 207KB
  Converted File case admin -welsh.pdf – 85KB
  Welsh desirable or essential
  Desirable
  Additional Information
  HMPPS Wales pride ourselves on being an employer of choice and encourage applications from candidates irrespective of identity, background, life experience or circumstances. It’s vital that our justice system is as diverse as the society we serve and we welcome the unique contribution diverse applicants bring. In line with the Equality Act 2010, we are able to offer advice and support to candidates from backgrounds which are currently under-represented in our workforce or face recognised barriers. This includes ethnic minority and disabled people. If you are interested in finding out more, please contact WalesDiversityandInclusionTeam@justice.gov.uk
  Mae Gwasanaeth Carchardai a Phrawf EF yn ymfalchïo mewn bod yn gyflogwr o ddewis ac anogwn ceisiadau gan ymgeiswyr ni waeth beth yw eu hunaniaeth, eu cefndir, eu profiadau bywyd neu eu hamgylchiadau. Mae’n hanfodol bod ein system gyfiawnder yr un mor amrywiol â’r gymdeithas rydym yn ei gwasanaethu ac rydym yn croesawu’r cyfraniadau unigryw a ddaw gan ymgeiswyr amrywiol. Yn unol â Deddf Cydraddoldeb 2010, rydym yn gallu cynnig cyngor a chymorth i ymgeiswyr o gefndiroedd sydd wedi’u tangynrychioli yn ein gweithlu neu sy’n wynebu rhwystrau amlwg. Mae hyn yn cynnwys pobl anabl a phobl o gefndiroedd ethnig lleiafrifol. Os hoffwch wybod mwy, cysylltwch â’r Tim Amrywiaeth a Chynhwysiant yn WalesDiversityandInclusionTeam@justice.gov.uk
  Would you like the opportunity to be part of a culture that impacts changing lives? At HMPPS Wales, we can offer you the opportunity to make a difference to wider society. You’ll experience job and personal satisfaction whilst also reaping the organisational rewards and benefits. From attractive holiday allowance, promotion opportunities, access to training, flexible working, generous maternity and employer contribution pension scheme. These are to list just a few, want to know more? Apply for that job now.
  Hoffech chi’r cyfle i fod yn rhan o ddiwylliant sy’n helpu i newid bywydau? Yng Ngwasanaeth Carchardai a Phrawf Ei Mawrhydi Cymru, gallwn roi’r cyfle i chi wneud gwahaniaeth i gymdeithas yn ehangach. Bydd yn cynnig boddhad personol a boddhad mewn swydd, a gallwch hefyd elwa ar fanteision a buddion o fewn y sefydliad, megis lwfans gwyliau deniadol, cyfleoedd dyrchafiad, mynediad at hyfforddiant, trefniadau gweithio hyblyg, buddion mamolaeth a chyfraniadau pensiwn hael gan gyflogwr. Nid yw hon yn rhestr gynhwysfawr - eisiau gwybod mwy? Gwnewch gais am y swydd nawr.

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 offender 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 Service users, 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 NPS 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 NPS and NOMS

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 Job Evaluation and shall be discussed in the first instance with the Job Holder.

1. Please describe your experience of using your own initiative to start or complete tasks or solve problems. This experience could be from paid work, volunteer work, education, or from any other setting.

• Why was it important to use your own initiative?
• How did you know it was acceptable for you to use your initiative? - 250 word limi