About the job

Job summary

Please refer to Job Description

Job description

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.

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 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 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 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 NPS 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 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.

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, Strengths and Experience.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.