OMU Senior Case Administrator - HMP Woodhill

at  HM Prison Probation Service

JOB SUMMARY

Please refer to Job Description

SUMMARY

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.

EXPERIENCE

Practical knowledge and experience in Custody work including a proven record of sentence calculation and other Case Administrative functions and have been working in that environment for over 12 months.

TECHNICAL REQUIREMENTS

• Completion of Sentence Calculation training to an Advanced Level.
• Job holders must complete specific training in their administrative specialism once they take up post.
• When transferring to a Young Persons establishment the job holder will be required to successfully undertake an assessment to demonstrate suitability to work with Young People.

PERSON SPECIFICATION

Please refer to Job Description

TECHNICAL SKILLS

We’ll assess you against these technical skills during the selection process:

• Evidence of completion of either Basic or Advanced Sentence Calculation Training.

Benefits

Alongside your salary of £31,995, HM Prison & Probation Service contributes £9,268 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
Things you need to know

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

TYPE OF ROLE

Administration / Corporate Support
Business Management and Improvement
Operational Delivery

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:o Discharge Report / Pre-Discharge Reporto Bail applicationso Release on Temporary License (ROTL)o Home Detention Curfew (HDC)o Offender Assessment and Sentence Management (OaSys)o Multi-Agency Public Protection Arrangements (MAPPA)o Re-categorisationo Sentence calculations, including conduct initial checkso Appealso Violent Sex Offender Register (VISOR)o Multi-Agency Risk Assessment Planning (MARAP)o Adjudicationso Indeterminate Sentence Prisonerso Parole applicationso Legal Correspondenceo License Applicationso Resettlement overnight Releaseo Prisoner Fineso Foreign Nationals/Deportation/Immigrationo Risk to Children/Safeguarding Childreno Harassment/Restraining Orderso Category A administrationo Recall paperworko Public ProtectionEnsure 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.