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Administration / Corporate Support

Probation Service: Case Administration Officer (Disability Support Worker) – 48595
£18,463 - £22,257
Chesterfield

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We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

This role is to provide direct administrative support to a disabled member of staff – working one-to-one with the Probation Officer including face to face interview with service users.

Overview of the job

This is an administrative job within the National Probation Service.

Summary

The jobholder will provide administrative support within the National Probation Service (NPS), ensuring that staff and service users 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 NPS 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, Activities & Duties

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

  • Responsible for setting up and maintaining accurate offender 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 Service users, 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.
  • 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 NPS 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 NPS and NOMS

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 Job Evaluation and shall be discussed in the first instance with the Job Holder.

Additional responsibilities and duties of the Disability Support Worker role (please note this list is also not exhaustive):

  • Regularly checking your Offender Manager’s (OM’s) emails and OneNote and responding as required
  • Assist with prioritising tasks for the day
  • Manage meeting room/interview room bookings for your OM
  • Diary management to ensure appointments are planned, with reminders throughout the day of tasks to be completed
  • Attend meetings and taking minutes as required, either by telephone, face-to-face or Microsoft Teams
  • Attend pre-sentence interviews alongside your OM with Service User’s, either at the Court office/Probation office or other such location as needed – taking notes, ensuring legibility and taking details of specific information as directed
  • Creating reports and associated tasks – ensuring good grammar, spelling and punctuation in addition to maintaining a typing speed of approximately 60-70 words per minute
  • Plan the following day’s diary, creating a bullet point to-do list of actions to be completed
  • Assist your OM with online training
  • Assist your OM with all computer related tasks, using dual screen technology, keyboard and mouse for navigation and typing. This will require the support worker to be sat side-by-side with your OM
  • Provide disability support to your OM, including assistance with the opening of doors, printing materials, carrying files etc.

Candidates invited to interview will be asked to complete a short dictation typing test and handwriting test as part of their interview.

Due to the restrictions imposed by the latest national lockdown interviews for this post may take place remotely via Microsoft Teams.

Behaviours

  • Delivering at Pace
  • Making Effective Decisions
  • Working Together
  • Changing and Improving
  • Managing a Quality Service

Essential Experience    

  • Strong communication skills (verbal and written) and ability to communicate effectively with a wide range of individuals, including those who may present difficult or aggressive behaviour   
  • Use and work on own initiative

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh

Technical requirements    

  • Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel   
  • Possess basic numeric skills.

Ability  

  • Ability to use databases

Additional Information

Working Arrangements & Further Information

For nationally advertised campaigns, candidates will be appointed to their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed with the successful candidate(s) on the completion of pre-employment checks.

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

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after ten years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).  Please visit www.gmpf.org.uk for further information.

Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

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 any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.

Eligibility

All candidates are subject to security and identity checks prior to taking up post

Working for the Civil Service

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

Complaint Procedure

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

  • To Shared Service Connected Ltd (0345 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
  • To Ministry of Justice Resourcing (resourcing-management-office@justice.gov.uk);
  • 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.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.