Overview of role

Prisons and Probation Ombudsman - EO (Band D) Research Assistant Job Description

The Prisons and Probation Ombudsman (PPO) is an Arm’s Length Body (ALB) of the Ministry of Justice. We have three key duties:

• to investigate complaints made by prisoners, young people in detention, offenders under probation supervision and immigration detainees; and

• to investigate deaths of prisoners, young people in detention, approved premises’ residents and immigration detainees.

• to investigate deaths of recently released prisoners that occur within 14 days of release from prison (except homicide).

The Ombudsman receives around 4,000 new complaints a year, of which around half are assessed as eligible for investigation. The number of deaths in custody requiring investigation is generally between 300 and 350 per year.

The PPO’s ‘Research, Data and Analysis Team’ was set up to undertake collective analysis of PPO investigation evidence. The team has been vital in moving the PPO beyond focusing on learning from individual cases to being able to identify wider themes and patterns in our evidence base. This analytical work has enabled the PPO to quantify its work and contribute to the conversation on a wide range of issues affecting the services in our remit. Our annual report, learning lessons bulletins, and thematic reports are our most ‘visible’ analytical output - and are available to view on our website.

The team will be made up of an SEO (Band B) Head of Research, three HEO (Band C) Research Officers and three or four, EO (Band D) Research Assistants, plus an EO (Band D) assistant to the research team. Research Assistants will report to one of our Research Officers and to the Head of Research.

This post offers an exciting opportunity to contribute towards and deliver the Ombudsman’s research and data strategy and represents a great entry point to the civil service. It would suit someone who is looking to develop practical social-research skills experience including survey research and of working with large datasets and using quantitative-focused statistical packages to undertake data analysis, though applicants with some existing experience e.g. survey methodology, qualitative fieldwork, evaluation/ mixed methods researchers are welcomed. Strong time management is important given the regular turnover of our reports and the variety of work the post holder would need to do in our small but busy team.

A demonstrable interest in the Criminal Justice System is preferable (see below for details of requirements on skills and experience).

The PPO is based at the HM Government hub at 10 South Colonnade, Canary Wharf. Staff are expected to work at least three days of the week at the London office (based on full time hours), with the rest of the time spent working at home or at commuter hubs.

While you will usually have some flexibility to decide which days of the week you work in the office to enable you to manage your office attendance around your personal circumstances, there will be occasions when you will be required to attend the office (for example, team meetings, office or function-wide meetings) or visit establishments belonging to our services in remit on particular days.

Please note that the PPO is unable to offer home working contracts or allow you to permanently work at any other location, other than 10 South Colonnade, for the required office attendance days.

If you are successful, you may need to attend the office more frequently in your first six weeks, to undertake key training and induction activity.

Interviews will be held virtually using Microsoft Teams.

The salary range is £32,416 to £34,361.

Successful candidates who are already at EO will keep their base salary on transfer. Allowances do not transfer. Successful candidates joining on promotion will start on either the minimum of the salary range or receive a 10% increase to their current base salary, whichever is higher.

Job Description

The post holder may be responsible for the following:

General analytical support

• Analyse PPO investigation evidence (case files) and research databases to produce learning and recommendations for services in remit.

• Produce management information summaries for monthly performance management meetings (includes collating, checking and cleaning data, preparing tables).

• Provide analytical support for the annual reporting cycle.

• Give analytical support for Freedom of Information and other external data/ information requests.

• Other tasks requiring analytical skill set as required.

Stakeholder feedback

• Manage PPO stakeholder feedback surveys (various recipients).

• Set up & analyse datasets of responses.

• Write reports of findings and comparison with previous years.

• Disseminate findings to internal stakeholders.

Essential Requirements

• Ability to analyse data carefully and methodically.

• Having a good eye for detail.

• Ability to working well as part of a team.

• Ability to recover and learn from setbacks.

Table 1: summary of post holder requirements

The Application and Interview Process

The PPO is a Disability Confident Committed Employer, and we ensure our recruitment process is inclusive and accessible. Please complete the application information on reasonable adjustments and disabilities if relevant. Further information on the types of reasonable adjustment that can be provided can be found at https://www.civil-service-careers.gov.uk/reasonable-adjustments/

This is a two-stage process.

Stage 1:

• Submit a Curriculum Vitae (CV).

• Submit a statement of suitability (250 words) setting out how your skills and experience match what the post holder would be responsible for, together with the essential requirements for the role as stated above.

• Provide examples of where you have demonstrated the skills required for the Civil Service Behaviours “Working Together", “Delivering at Pace" and “Communicating and Influencing".

If we receive a high number of applications for the post, we may complete an initial sift on the “Working Together" behaviour. We may not review the rest of the application for any candidate who does not meet the required mark for this behaviour, which we have set at four out of seven.

Furthermore, to be considered for the next stage of the recruitment campaign, a candidate will need to score a minimum of four out of seven on each behaviour and two out of three on their statement of suitability. If we receive a high number of high scoring applications, we reserve the right to increase this minimum benchmark.

The CV will not be scored but will be used to give context to the statement of suitability.

Stage 2:

Those who meet the required level at the application stage will be invited to a short final interview. During the interview, you will be asked questions about the Civil Service Behaviours “Working Together", “Delivering at Pace" and “Communicating and Influencing", as well as strength-based questions relating to the role.

To be considered appointable, you will need to score a minimum of 12 out of 21 for the behaviour questions and a minimum of eight out of 16 for the strength questions. If we receive a high number of high scoring interviewees, we reserve the right to increase this minimum benchmark.

Recruitment across the Civil Service changed from July 2019 with the introduction of Success Profiles. Further guidance can be found at https://www.gov.uk/government/publications/success-profiles.

Working together

Examples of working together at EO grade or equivalent are when you:

• develop a range of contacts outside own team and identify opportunities to share knowledge, information and learning.

• show genuine interest when listening to others.

• contribute to an inclusive working environment where all opinions and challenges are listened to and all individual needs are taken into account.

• ensure it is clear that bullying, harassment and discrimination are unacceptable.

• offer support and help to colleagues when in need, including consideration of your own and their wellbeing.

• change ways of working to aid cooperation within and between teams in order to achieve results.

Delivering at pace

Examples of delivering at pace at EO grade or equivalent are when you:

• regularly review the success of activities in the team to identify barriers to progress or challenging objectives.

• identify who and what is required to ensure success, set clear goals and areas of responsibility and continually assess workloads considering individual needs.

• follow relevant policies, procedures and legislation to complete your work.

• ensure colleagues have the correct tools and resources available to them to do their jobs.

• have a positive and focused attitude to achieving outcomes, despite any setbacks.

• regularly check performance against objectives, making suggestions for improvement or taking corrective action where necessary.

• ensure that colleagues are supported where tasks are challenging.

Communicating and influencing

Examples of communicating and influencing at EO grade or equivalent are when you:

• communicate clearly and concisely both orally and in writing.

• take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.

• interact with others in an enthusiastic way.

• express ideas clearly and with respect for others.

• listen to and value different ideas, views and ways of working.

• respond constructively and objectively to comments and questions.

• handle challenging conversations with confidence and sensitivity.

When answering questions about the behaviours, you might want to use the STAR approach to help you to present your evidence more successfully. This approach provides structure and focus to your answers.

The STAR approach stands for:

Situation - briefly describe the context and your role.

Task - the specific challenge, task or job that you faced.

Action - what you did, how and why you did it.

Result - what you achieved through your actions.

You should keep the situation and task parts brief, concentrating on the actions you took and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. STAR may help you to cover all the points you need to make.

When using STAR, you should use one specific example per behaviour and you should explain what you did rather than others.

A reserve list may be held for a period of 12 months from which further appointments can be made should further vacancies become available.