Case Administrator, Yorkshire and the Humber Probation Service, Sheffield

at  Ministry of Justice

Salary
£22,096 - £24,718
Number of jobs available
1
Detail of reserve list
12 Months
Region
Yorkshire and the Humber
City/Town
Sheffield
Building/Site
NMS Suite 1, Grd Fl, Unit 2 Hawke Street Business Park, S9 2SU, NPS 45 DIVISION STREET SHEFFIELD, S1 4GE, NPS SHEFFIELD MAGISTRATES COURT SHEFFIELD, S3 8LU, Portland House, Moorfields, Shalesmoor, Sheffield, S3 8UG, SHEFFIELD COMBINED SHEFFIELD, S3 8PH
Grade
Other
Organisation Grade for HMPPS
NPS Pay Band 2 National
Post Type
Permanent
Working Pattern
Full Time, Part Time
Role Type
Administration / Corporate Support
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.

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
  The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.

QUALIFICATIONS

Please include IT skills in CV.
Additional Information
Some roles in probation require employees to have access to additional intelligence systems that require a higher level of vetting. An example of this, is the multi-agency ‘Visor’ system. If you are applying for a role that requires you to access systems such as Visor, you will be expected to undertake additional vetting for this once you commence in post, in addition to the pre-employment checks.

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.

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.

ABOUT THE ROLE

Case Administrators play a key role, using their great organisational and communication skills to support their probation colleagues and help people on probation turn their lives around. It’s a challenging and rewarding role, with great training, support, and opportunities for progression. For further details, please read our candidate pack.
If you are successful in the recruitment process and join the Probation Service, your starting salary will be £22,096. The Probation Service offers the opportunity for annual pay progression. The table below shows the pay increases a Case Administrator could receive:
1 Apr24
£22,096

To be successful in this role:

• You’ll love learning new things and can adapt to meet the needs of our organisation.
• You’ll be prepared to use your own initiative and enjoy working as part of a team.
• Multitasking will be second nature, ensuring tight deadlines are met.
• You’ll use Agile methodologies and promote a culture of continuous improvement.

• You will be at ease working closely with other teams collaborating across diverse business areas with a range of people.

  What it’s like being a Case Administrator

The specific tasks you are asked to undertake as a Case Administrator may change from time to time. However, any work you are asked to complete will be in line with the Case Administrator job description as outlined in this advert. Some of the specific areas of work as a Case Administrator might be:

• Electronic Monitoring System (EMS) administration – Providing administration support within a regional probation EMS team, monitoring and supporting Probation Practitioners in actioning incoming EMS alerts in accordance with agreed processes, maintaining accurate records across EMS/Probation systems, monitoring and actioning EMS performance reports, working with large spreadsheets and databases, accurately maintaining records etc.
• Case Admin for Senior Probation Officers (CASPO) – Providing administration support to Senior Probation Officers, including administering meetings, taking minutes of meetings, creating and distributing rotas, providing regular performance reports to SPO’s, maintaining annual leave trackers etc.
• Workforce Planning administration – Providing administration support to Business Managers, completing and submitting workforce planning forms, preparing business cases, updating records, completing the Workforce Planning Tool, booking rooms for interviews etc.