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Administration / Corporate Support

Senior Case Administrator OMU – 71928


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:

Overview of the job       

This is an Administrative job in an establishment.

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


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, Activities and Duties     

The job holder will be required to carry out the following responsibilities, activities 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:
  • Discharge Report / Pre-Discharge Report
  • Bail applications
  • Release on Temporary License (ROTL)
  • Home Detention Curfew (HDC)
  • Offender Assessment and Sentence Management (OaSys)
  • Multi-Agency Public Protection Arrangements (MAPPA)
  • Re-categorisation
  • Sentence calculations, including conduct initial checks
  •  Appeals
  •  Violent Sex Offender Register (VISOR)
  • Multi-Agency Risk Assessment Planning (MARAP)
  • Adjudications
  • Indeterminate Sentence Prisoners
  •  Parole applications
  • Legal Correspondence
  • License Applications
  • Resettlement overnight Release
  • Prisoner Fines
  • Foreign Nationals/Deportation/Immigration
  •  Risk to Children/Safeguarding Children
  • Harassment/Restraining Orders
  •  Category A administration
  • Recall paperwork
  • 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.


  • Changing and Improving
  • Communicating and Influencing
  • Working Together
  • Managing a Quality Service
  • Making Effective Decisions


  • 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 Requirements

  • Completion of Sentence Calculation training to an 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 assessment to demonstrate suitability to work with Young People.


  • Able to deal effectively and assertively with staff at all levels
  • Able user of MS Word and MS Excel
  • Information collation and analysis

Hours of Work       

37 hour working week



Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s 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.


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


-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


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


-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

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

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: