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Administration / Corporate Support

Casework Admin Support – 45949
£21,985 - £24,439
Croydon

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We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

The Public Protection Casework Section (PPCS), within HMPPS, is responsible for the management of the parole process and the recall of offenders to custody.  The jobholder’s responsibilities involve providing casework support to casework teams dealing with indeterminate/determinate sentenced prisoners’ cases. Work involves liaison with prisons, Parole Board and other stakeholders as well as dealing with prisoners, solicitors and other interested parties. All of the work requires the ability to meet tight deadlines, organise and prioritise the work and manage the delivery of work to targets. Some of the material handled is of a disturbing and sensitive nature.

Successful candidates will be required to attend the office in Southern House, Croydon, for the first 3 weeks to complete training.

Overview of the job 

The Public Protection Casework Section (PPCS) is placed within Public Protection Group within the Community Interventions Directorate.  The posts are based in HQ and are located at Southern House, Croydon.  The posts are not operational. 

The main function of PPCS is to ensure the oversight of the Generic Parole Process (GPP) for indeterminate sentenced prisoners and to ensure the timely processing of recalls to custody & subsequent re-release of licensed determinate and indeterminate sentenced prisoners and processing requests for licence variations. It also reviews cases referred by the Prisons and Probation Ombudsman (PPO); reviews appeals against adjudications; and assists with Royal Prerogative of Mercy cases. 

The job holder will report to a Case Manager and will have responsibility for a specific caseload.

Summary 

The jobholder’s responsibilities involve providing casework support to casework teams dealing with indeterminate/determinate sentenced prisoner’s cases. Work involves liaison with prisons, Parole Board and other stakeholders as well as dealing with prisoners, solicitors and other interested parties. All of the work requires the ability to meet tight deadlines, organise and prioritise the work and manage the delivery of work to targets.

There is a considerable amount of correspondence from prisons, prisoners and their solicitors. The work involves indeterminate sentenced prisoners and some of the material handled is of a disturbing and sensitive nature.     

Responsibilities, Activities and Duties 

The job holder will be required to carry out the following responsibilities, activities and duties

  • Responsible for accurate data entry to PPUD and data bases
  • Chasing of outstanding reports & information.
  • Dealing with routine telephone enquiries
  • Responsible for photocopying
  • Responsible for the bulk scanning and uploading of documents on to PPUD
  • Responsible for the opening  and scanning/distributing post and identifying document type
  • Performs general administrative duties at the request of managers
  • Responsible for drafting routine letters and minuting of files

 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

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

Additional Information

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

1- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

2- To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

3- To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

Working Arrangements & Further Information

Some of MoJ’s, including HMPPS, terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate’s Business Unit, which should be obtained before confirmation of appointment.

Benefits

Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment

Pension

-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

HM Prison & Probation Service  (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers

Training

HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles

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 the HMPPS considers to be racist