Role Profile

OFFICIAL

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 v5.0
Document Type
Management
Version
5.0
Classification
Official
Date of Issue
16 April 2025
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence

OFFICIAL
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v5.0

OFFICIAL

Job Description
Job Title
Senior Case Administrator OMU
Group Profile
Business Administrator Specialist
Organisation
Delivery
Level
Band
4

Overview of the
This is an Administrative job in an establishment.
job

This role is particularly designed for Local Establishments with a
high churn.

All  staff  have  a  responsibility  to  safeguard  and  promote  the
welfare  of  children.  The  post  holder  must  undertake  the
appropriate  level  of  training and  is  responsible  for ensuring  that
they understand and work within the safeguarding policies of the
organisation.
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
Activities and
responsibilities, activities and duties:
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)
OFFICIAL
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v5.0

OFFICIAL
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
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
OFFICIAL
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v5.0

OFFICIAL
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.

Behaviours
•  Changing and Improving
•  Communicating and Influencing
•  Working Together
•  Managing a Quality Service
•  Making Effective Decisions
Strengths
NB: The below are for guidance only. 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
Requirements
Advanced Level.
•  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
OFFICIAL
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v5.0

OFFICIAL
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
•  All candidates are subject to security and identity checks prior to
Eligibility
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

OFFICIAL
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator OMU v5.0