Case Administrators play a vital support role in probation teams, helping to keep the public safe. Giving people the chance to turn their lives around. Building a rewarding professional career.

We’re looking for empathetic, patient, and organised people to join us in this varied role, which offers the chance to make a difference, gain new skills and build a rewarding career within the Probation Service 

If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,250. 

We are holding a Case Administrator webinar on the 7th October 2024 from 13:00hrs - 14:00hrs, do not miss this chance to learn more about Case Administrators, the essential work they do, and how you can contribute to making a difference. Register now to secure your spot! Click here

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.

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 serviceAct as single point of contact within unit for specialist area of work as requiredDeal 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 proceduresAttend meetings as appropriate. Provide support to meetings as required including organising agenda, taking and, distributing notes/minutes and action pointsEnsure 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 policiesDemonstrate 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.

Behaviours

Delivering at PaceWorking TogetherCommunicating and InfluencingManaging a Quality Service

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 behaviourUse 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 ExcelPossess basic numeric skills.

Ability

Ability to use databases

About us

By managing offenders in the community, the Probation Service protects the public from the effect of crime and gives offenders the chance to turn their lives around. Join us and you’ll be part of a supportive team that thrives on sharing knowledge and expertise. Click here for further information

Successful applicants may be based a wide variety of office, court, team, or prison locations within the Probation Service region. Allocations will be made according to business need.

To find out more about working as a Case Administrator please click here

About the Recruitment Process

To apply to this role, you will be required to complete a short application form and detail responses to one Civil Service Behaviour and one Experience based questions. 
Your application will be sifted once the application deadline has closed. You will then receive further instruction on the progress and outcome of your application.