About the job

Job summary

This position is based at Barnsley Magistrates, S70 2DW, BEVERLEY MAGISTRATES BEVERLEY, HU17 9EJ, BRADFORD COMBINED BRADFORD, BD1 1JA, City of York Council (MOJ), Corporate Services, West Offices, Station Rise, York YO1 6GA, DONCASTER CROWN DONCASTER, DN1 3HS, Grimsby Magistrates, DN31 1PE, HARROGATE MAGISTRATES HARROGATE, HG1 1LS, HUDDERSFIELD MAGISTRATES HUDDERSFIELD, HD1 2NH, HULL & HOLDNESS MAGISTRATES HULL, HU1 1RD, KINGSTON-UPON-HULL COMBINED KINGSTON UPON HULL, HU1 2EZ, LEEDS COMBINED LEEDS, LS1 3BG, NMS 1 Burgage Square, WF1 2TS, NMS Church House, HD1 1SG, NMS New Chase Court, DN31 1XD, NMS Norwich House, HU1 3ES, NMS Suite 1, Grd Fl, Unit 2 Hawke Street Business Park, S9 2SU, NMS Westgate House, HX1 1PD, NPS 1 AIRMYN ROAD GOOLE, DN14 6XA, NPS 108 LOWTHER STREET YORK, YO31 7WD, NPS 30 ALBION STREET DEWSBURY, WF13 2AJ, NPS 34 BENNETTHORPE DONCASTER, DN2 6AD, NPS 379 YORK ROAD LEEDS, LS9 6TA, NPS 45 DIVISION STREET SHEFFIELD, S1 4GE, NPS 4A ST JOHNS AVENUE BRIDLINGTON, YO16 4NG, NPS 5/7 HAYWRA CRESENT HARROGATE, HG1 5BG, NPS ACORN HOUSE BARNSLEY, S71 1HH, NPS ASHLEY BUSINESS COURT ROTHERHAM, S60 1RU, NPS BARCLAYS HOUSE HULL, HU1 1RN, NPS CITY COURTS BRADFORD, BD1 1LA, NPS ESSEX LODGE NORTHALLERTON, DL7 8SG, NPS FRATERNAL HOUSE BRADFORD, BD1 4HP, NPS Leeds Magistrates Court, LS1 3AP, NPS Northways Scarborough, YO11 1JS, NPS SHEFFIELD MAGISTRATES COURT SHEFFIELD, S3 8LU, NPS THE COURT HOUSE SKIPTON, BD23 1HU, NPS UNIT 1 SCUNTHORPE, DN15 6JH, NPS WATERLOO HOUSE LEEDS, LS1 2EE, Portland House, Moorfields, Shalesmoor, Sheffield, S3 8UG, REED HOUSE(GROUND FLOOR) BEVERLEY, HU17 0LF, Scarborough County, YO11 2JS, SHEFFIELD COMBINED SHEFFIELD, S3 8PH, YORK CROWN YORK, YO1 9WZ, YORK MAGISTRATES YORK, YO1 9RE

Job description

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, 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.