Case Administrator – Norwich

Case Administrator – Norwich

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.

Helping to keep the public safe. Giving people the chance to turn their lives around. Building a rewarding professional career. There are many reasons to join the Probation Service. What will yours be?

Follow us on Twitter @LDNProbation for regular updates on jobs, using the hashtags: #justicejobs #probation #civilservicejobs

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.

Overview of the job

This is an administrative job within the National Probation Service, based in the Service Centre in Norwich.

Don’t forget to read the ‘Day in the life of a Case Administrator’ document that is attached to this vacancy to give you a real insight on what working as a Case Administrator is really like.

Summary

We are looking to expand the talent in our Service Centre Teams!  We have several vacancies available, across our Administration and Probation Helpdesk teams, based in Norwich.

What can you expect working in the Service Centre?  You could be taking calls from People on Probation, Solicitors, Court Staff, and other third parties.  Or supporting a variety of administration needs including enforcement letters and court administration to name a few.

This role of Case Administrator is vital, the work we do safeguards those in contact with London Probation Services and the community.

Our staff are provided with in-depth training to support them and help them excel in their roles.

You will benefit from the facilities based in our new office space at Centenary House, flexible working arrangements, access to employee Networks, an extensive range of training and development opportunities, a competitive Local Government Pension scheme, 25 days of annual leave increasing by 1 day every year to a maximum of 30 days and 8 days public holidays.

If you are looking for a varied role, making an essential difference to the Probation Service, this is the role for you!

The jobholder will provide administrative support within the Probation Service (PS), 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 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 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 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 Job Evaluation and shall be discussed in the first instance with the Job Holder.

Behaviours

  • Delivering at Pace
  • Working Together
  • Communicating and Influencing
  • Managing a Quality Service

Interview Dates

To be confirmed.

Contact Information

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am – 6pm) or e mail [email protected]. Please quote the job reference – 61844.

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 behaviour
  • Use 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 Excel
  • Possess basic numeric skills.

 Ability

  • Ability to use databases