86368 - Case Administrator to support Senior Probation Officers - Cheshire East PDU
| Posting date: | 16 April 2024 |
|---|---|
| Salary: | £22,096 to £24,718 per year |
| Hours: | Full time |
| Closing date: | 03 May 2024 |
| Location: | CW1 6YY |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Ministry of Justice |
| Job type: | Permanent |
| Job reference: | 86368 |
Summary
We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.
CASPO Task List Meetings Team Meetings HR Meetings Sickness Meetings Formal Case Discussion Meetings Pre-release meetings CASPOs should not have internal access to an SPOs calendar or send invites from an SPO’s mailbox. HR and Job Evaluation have confirmed that HR meetings are suitable for a band 2 role, however, individual consideration from the SPO needs to be given to whether the PP is comfortable with the CASPO being present. If a member of staff request that the CASPO is not present during the meeting then this needs to be considered. A confidentiality caveat should be stated at the beginning of any sensitive meeting. Some regions have expressed concerns with this task and it is recognised they may want this task to be undertaken by a band 3 role. • • Plan, finalise and distribute agenda • • Schedule meetings • • Room booking or setting up MS Teams • • Send invites • • Minute taking and distribution of minutes Rotas Create and Maintain Rotas Any issues or concerns with the rota that require further consideration or decisions should be handled by an SPO • • Create rotas and keep them up to date • • Manage changes & ensuring the relevant staff are informed of the changes • • Distribute rotas in a timely manner General Court SPO Support Sentence Management SPO Support Tasks allocated through JITBIT should be relevant to the primary function of supporting an SPO (e.g., transfers) not for general case administration activities. CASPOs should not be performing tasks on behalf of management coordination hubs/corporate hubs. However, if required, they can support, and work with the hub to ensure resolution. Where a contact is being added to nDelius on behalf of an SPO, the SPO must first approve the content. The CASPO should state in the contact log that it has been added on behalf of the SPO, stating the name of the SPO and date of approval. • • Assist with general administration surrounding SPOs in Court’s core activities • • Support with allocating and submitting PSRs • • Support rearranging appointments/court cover for absent PPs • • Disseminate court communications to the teams (e.g., updates to changes in sentencing and acts) • • Coordinate meetings for internal and external attendees: e.g., book rooms, arrange refreshments, prepare material, greet visitors • • Gathering caseload data • • Administration support for allocations • • Administrative support for Part B/Cs • • Running reports • • Provide administrative support for Subject Access Requests • • Partnership working administration • • Action allocated JITBIT tickets • • Monitor tickets allocated to SPOs • • Tracking orders of IT equipment and liaise with hub on behalf of the SPO • • Tracking orders of reasonable adjustment equipment • • HR administration: collating new starter forms and new starter folders. This task related to new staff that the SPO is responsible for. CASPOs should not have any interaction with SOP on behalf of the SPO or corporate hubs. • Liaising with management coordination hubs / corporate hubs to input requests and/or monitor progress of requests (In some regions this task will be undertaken by SAOs and/or MCH’s. • • Distribution of posters/raising new posters with key messages to SPOs for dissemination to the team • • Produce and issue letters on behalf of the SPO • • Add contacts onto NDelius on behalf of the SPO • • Collate information for Health & Safety reports – only to be undertaken if providing relief to the SPO Case Allocation/Transfers Administration Support Administrative support tasks should be confirmed locally Allocation of cases is strictly an SPO task • Track and monitor transfers in and out of a PDU. This should only be undertaken where it is providing support to the SPO • • Track and monitor case allocations Touch Points Model Administration Support A confidentiality caveat is stated at the beginning of any sensitive meeting •
Overview of the job
This is an administrative job within the National Probation Service.
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.
CASPO Task List Meetings Team Meetings HR Meetings Sickness Meetings Formal Case Discussion Meetings Pre-release meetings CASPOs should not have internal access to an SPOs calendar or send invites from an SPO’s mailbox. HR and Job Evaluation have confirmed that HR meetings are suitable for a band 2 role, however, individual consideration from the SPO needs to be given to whether the PP is comfortable with the CASPO being present. If a member of staff request that the CASPO is not present during the meeting then this needs to be considered. A confidentiality caveat should be stated at the beginning of any sensitive meeting. Some regions have expressed concerns with this task and it is recognised they may want this task to be undertaken by a band 3 role. • • Plan, finalise and distribute agenda • • Schedule meetings • • Room booking or setting up MS Teams • • Send invites • • Minute taking and distribution of minutes Rotas Create and Maintain Rotas Any issues or concerns with the rota that require further consideration or decisions should be handled by an SPO • • Create rotas and keep them up to date • • Manage changes & ensuring the relevant staff are informed of the changes • • Distribute rotas in a timely manner General Court SPO Support Sentence Management SPO Support Tasks allocated through JITBIT should be relevant to the primary function of supporting an SPO (e.g., transfers) not for general case administration activities. CASPOs should not be performing tasks on behalf of management coordination hubs/corporate hubs. However, if required, they can support, and work with the hub to ensure resolution. Where a contact is being added to nDelius on behalf of an SPO, the SPO must first approve the content. The CASPO should state in the contact log that it has been added on behalf of the SPO, stating the name of the SPO and date of approval. • • Assist with general administration surrounding SPOs in Court’s core activities • • Support with allocating and submitting PSRs • • Support rearranging appointments/court cover for absent PPs • • Disseminate court communications to the teams (e.g., updates to changes in sentencing and acts) • • Coordinate meetings for internal and external attendees: e.g., book rooms, arrange refreshments, prepare material, greet visitors • • Gathering caseload data • • Administration support for allocations • • Administrative support for Part B/Cs • • Running reports • • Provide administrative support for Subject Access Requests • • Partnership working administration • • Action allocated JITBIT tickets • • Monitor tickets allocated to SPOs • • Tracking orders of IT equipment and liaise with hub on behalf of the SPO • • Tracking orders of reasonable adjustment equipment • • HR administration: collating new starter forms and new starter folders. This task related to new staff that the SPO is responsible for. CASPOs should not have any interaction with SOP on behalf of the SPO or corporate hubs. • Liaising with management coordination hubs / corporate hubs to input requests and/or monitor progress of requests (In some regions this task will be undertaken by SAOs and/or MCH’s. • • Distribution of posters/raising new posters with key messages to SPOs for dissemination to the team • • Produce and issue letters on behalf of the SPO • • Add contacts onto NDelius on behalf of the SPO • • Collate information for Health & Safety reports – only to be undertaken if providing relief to the SPO Case Allocation/Transfers Administration Support Administrative support tasks should be confirmed locally Allocation of cases is strictly an SPO task • Track and monitor transfers in and out of a PDU. This should only be undertaken where it is providing support to the SPO • • Track and monitor case allocations Touch Points Model Administration Support A confidentiality caveat is stated at the beginning of any sensitive meeting •
Overview of the job
This is an administrative job within the National Probation Service.
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.