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PS Job Description (JD)
PS Band 2
Directorate: Probation Service
Job Description: Case Administrator
Document Ref.
PS-JES-0030 Case Administrator v6.0
Document Type
Management
Version
6.0
Classification
Official
Date of Issue
5 December 2024
Status
Baselined
Produced by
Job Evaluation Asurance and Support Team
Authorised by
Reward Team
JD Evidence
OFFICIAL
PS-JES-0030 Case Administrator v6.0
OFFICIAL
PS Job Description
Job Title
Case Administrator
Directorate
Probation Service
Band
2
Overview of the
This is an administrative job within the Probation Service.
job
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, The job holder will be required to carry out the following
Activities &
responsibilities, activities and duties:
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.
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• 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.
Civil Service Success Profile Criteria
Behaviours
• Delivering at Pace
• Working Together
• Managing a Quality Service
• Communicating and Influencing
Strengths
Note: we recommend you choose 4 to 8 strengths locally - select
from the list of Civil Service strength definitions on the intranet.
Ability
• Ability to use databases
• Good keyboard and IT skills including proficiency in MS
Office Word, and basic skills in Excel
• Possess basic numeric skills
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Experience
• Using word processing and spreadsheet software
• Communication skills (verbal and written) and ability to
communicate effectively with a wide range of individuals
• Use and work on own initiative
Technical
Minimum
Please do not alter this box
Eligibility
• All candidates are subject to security and identity checks
prior to taking up post.
• All external candidates are subject to 6 months’
probation. Internal candidates are subject to probation if
they have not already served a probationary period within
HMPPS.
• All staff are required to declare whether they are a member
of a group or organisation which HMPPS consider to be
racist.
Hours of Work
Leave Blank
(Unsocial Hours) To be used by the JES Team only
Allowances
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PS-JES-0030 Case Administrator v6.0