6259 - Case Administrator - East Lancashire PDU
| Posting date: | 22 May 2025 |
|---|---|
| Salary: | £23,250 to £25,210 per year |
| Hours: | Full time |
| Closing date: | 04 June 2025 |
| Location: | Accrington, Lancashire |
| Remote working: | On-site only |
| Company: | Ministry of Justice |
| Job type: | Permanent |
| Job reference: | 6259 |
Summary
Overview of the job
This is an administrative job within the Probation Service.
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.
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.
This is an administrative job within the Probation Service.
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.
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.