Job Description (JD)
Band 4
Group Profile - Business Administrator Specialist
(BAS)
Job Description - BAS: Senior Case Administrator
OMU
Document Ref.
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v4.0
Document Type
Management
Version
4.0
Classification
Official
Date of Issue
04/08/21
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v4.0
Job Description
Job Title
Senior Case Administrator OMU
Group Profile
Business Administrator Specialist
Organisation Level
Delivery
Band
4
Overview of the job
This is an Administrative job in an establishment.
This role is particularly designed for Local Establishments with a high churn.
Summary
This role acts as a Senior Case Administrator reporting direct to the Band 5 Hub
Manager. The role involves the checking and compilation of various mandated
processes within the OMU department’s Case Administration team.
The job holder will act as deputy to the Band 5 Hub Manager in regard to Custody
work and will hold responsibility for checking and ensuring compliance with
Sentence Calculation PSIs.
In addition to the standard case administrator role, the role involves the
management of an allocated caseload.
This is a non-operational job with no line management responsibilities. This role is
rotational.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
• Organise, produce and maintain accurate records for the area of work e.g.
checklists etc.
• Undertake the transactional activity associated with the Offender
Management function. This includes processing the following paperwork
ready for checking and onward transmission by the Hub Manager:
o Discharge Report / Pre-Discharge Report
o Bail applications
o Release on Temporary License (ROTL)
o Home Detention Curfew (HDC)
o Offender Assessment and Sentence Management (OaSys)
o Multi-Agency Public Protection Arrangements (MAPPA)
o Re-categorisation
o Sentence calculations, including conduct initial checks
o Appeals
o Violent Sex Offender Register (VISOR)
o Multi-Agency Risk Assessment Planning (MARAP)
o Adjudications
o Indeterminate Sentence Prisoners
o Parole applications
o Legal Correspondence
o License Applications
o Resettlement overnight Release
o Prisoner Fines
o Foreign Nationals/Deportation/Immigration
o Risk to Children/Safeguarding Children
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v4.0
o Harassment/Restraining Orders
o Category A administration
o Recall paperwork
o Public Protection
• Ensure completion of mandatory daily tasks list and tasks have been
allocated fairly within the team.
• Ensure all release and transfer paperwork has been completed by the team.
• Will hold responsibility for checking and ensuring compliance with Sentence
Calculation PSIs
• Act as a SPOC for all communications to the team, prioritise and distribute
to the appropriate person or relevant department in the establishment e.g.
managing custody inbox/OMU inbox.
• Correspond with relevant stakeholders and agencies to ensure that they are
aware of information and that it is adequately shared e.g. liaison with PPCS
case managers for specific parole cases.
• Maintain and check establishment databases, manual filing systems and
logs of information with responses within timescales, producing reports as
required e.g. Data quality, Caseload databases, HDC Logs etc.
• Arrange any meetings including the preparation of paperwork, minutes and
action points e.g. Monthly OMU Meetings, IRMT.
• Act as specialist administrator and continue to develop skills and
understanding of all processes. Lead on the accommodation and
assimilation of new processes or policy within the function.
• Develop training guides and aid memoirs to use in developing and training
junior colleagues.
• Act as a mentor/induction co-ordinator for all new starters within the
function, working to develop their initial skill set and work to increase
knowledge and capability. Identify any areas of concern/deficit and advise
the hub manager at the earliest opportunity.
• In conjunction with the Hub Manager to review new and existing process
and provide specialist advice and consultation to Head of Department for
and during discussions about new process and planning decisions.
• Investigate and report upon administrative errors within the department
adopting an objective problem solving approach to issue resolution.
Undertake other management/administrative tasks including:
• Complete monitoring returns for the area of work e.g. liaison with Hub
Manager.
• Prepare paperwork for checking by their manager, conducting 20% of all
initial checks as required and reporting trends and developing solutions for
presentation to the Hub Manager. Completing 2 day checks.
• When required, attend meetings on behalf of their unit.
• As senior administrator, work to deliver innovation and change.
• Working alongside and informing/advising the Hub Manager during annual
staff appraisals.
• Ad hoc roles and responsibilities as required.
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.
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v4.0
Behaviours
• Changing and Improving
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Making Effective Decisions
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
• Practical knowledge and experience in Custody work including a proven
record of sentence calculation and other Case Administrative functions and
have been working in that environment for over 12 months.
Technical
• Completion of Sentence Calculation training to an Advanced Level.
Requirements
• Job holders must complete specific training in their administrative specialism
once they take up post.
• When transferring to a Young Persons establishment the job holder will be
required to successfully undertake an assessment to demonstrate suitability
to work with Young People.
Ability
• Able to deal effectively and assertively with staff at all levels
• Able user of MS Word and MS Excel
• Information collation and analysis
Minimum 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
37 hour working week
(Unsocial Hours)
Allowances
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v4.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
Able to deal effectively
Practical knowledge and
Completion of Sentence Calculation
and assertively with staff experience in Custody work
training to an Advanced Level.
at all levels
including a proven record of
sentence calculation and other
Case Administrative functions and
have been working in that
environment for over 12 months.
Communicating and Influencing
Able user of MS Word
Job holders must complete specific
and MS Excel
training in their administrative
specialism once they take up post.
Working Together
Information collation
When transferring to a Young Persons
and analysis
establishment the job holder will be
required to successfully undertake an
assessment to demonstrate suitability to
work with Young People.
Managing a Quality Service
Making Effective Decisions
Choose an item.
Choose an item.
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v4.0