About the job

Job summary

Please refer to Job Description

Job description

• Sorting and organising emails
• Answering and composing emails
• Diarising calendar with appointments
• Uploading and recording on IT systems
• Proof reading documents
• Helping to navigate and access IT systems
• Proof reading computer produced work prior to deadline submission       
• Electronically record notes and forward in an accessible format 
• Create rotas and keep them up to date. Including court duty and PSR report rotas for Court CASPO (Case admin for Senior Probation Officer)
• Process rota changes & ensuring the relevant staff are informed of the changes
• Distribute rotas in a timely manner
• Support SPO (Senior Probation Officer) with case allocations and case transfers
• Extract, analyse and interpret data from the Touch Point Model dashboard to support SPOs to achieve outcomes
• Schedule sessions to support managers to ensure key outcomes/milestones are met
• Diarise chasing PPs for any actions discussed in the sessions
• Gathering caseload data 
• Draft correspondence requests from SPOs
• Maintain SPO lead list
• Monitor shared mailboxes and action requests as required
• Liaise with Management Co-ordination Hub and Recruitment and Vetting administrators to support with administrative processes for new starters
• Liaison with Management Co-ordination Hub as required to support SPO e.g. OH/ IT Order Requests
• Booking and arranging shadowing opportunities/induction
• Provide reception cover alongside Sentence Management CAs (Case Admin)
• Keeping team training logs – chasing and reminding staff to complete and feeding back to the SPO
• Act as Vetting Contact Point for your PDU.
• Maintain leave tracker on behalf of SPOs
• Arrange shadowing opportunities/inductions to include Health and Safety to court buildings
• Tracking court reports dealt with on the day or adjourned to identify trends
• Support SPO with rearranging appointments/ court cover .
• Support with allocating and submitting court reports
• Gathering performance data for Courts

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.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £22,096, HM Prison & Probation Service contributes £5,855 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Strengths.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

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)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.