Case Administrator

Helping people turn their lives around is immensely rewarding. Case administrators play a key role within the Probation Service, supporting probation staff to work with people on probation.

As a case administrator, you will ensure:

• all processes run efficiently
• systems are maintained properly
• probation information is collated and prepared for case files

You will use your strong communication skills to handle enquiries from colleagues, agencies and people on probation in a busy environment.

Case Administrators are based in a wide variety of settings, including courts, prisons and dedicated probation offices, and in many areas nationwide.

For more information about the role, watch our webinar.

We want you, not your qualifications

For us, your personal qualities are just as important as your skills and experience.

You should:

• be able to communicate with all kinds of individuals, including people in crisis
• be capable of thinking on your feet and comfortable working independently in a busy environment
• hold basic numeric skills
• hold good keyboard and IT skills including proficiency in MS Office Word, basic skills in Excel and an ability to use databases
• have the ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh

In your first months you’ll receive work-based training. You’ll be supported by your team throughout, and you’ll be there for them in turn.

As part of the Probation Service, you’ll be entitled to a range of Civil Service benefits:

• An annual salary of between £20,126 and £23,182 plus a London Weighting Allowance of £4,125.84, where this applies
• Annual leave of 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays.
• Flexible working
• Immediate access to an occupational pension scheme (Local Government Pension Scheme)
• Other Civil Service benefits  including childcare vouchers, a cycle to work scheme and travel loans.

Supporting you to grow

We’ll make sure you have the training you need to do your job well, with dedicated learning and development. You’ll have many opportunities to develop in your role.

Case administrator jobs are currently advertised across probation regions in line with vacancy demand.

To apply, you will need:

• Personal details including your full name, address, contact numbers and proof of your right to work in the UK
• Details of your educational background, qualifications and any relevant training you have
• Any unpaid or voluntary experience.

Application tips

We’ve put together some tips to help you to make the most of the application process.

• Do your research. Find out about the Probation Service and familiarise yourself with our work, purpose and structure.
• Watch our webinar to find out a bit more about the role.
• Read the job profile and pay particular attention to the job purpose and the skills needed. You’ll need to show how you match what we’re looking for, so be sure that the role fits your abilities.
• Tailor your answers to meet the specific requirements outlined in the job description, rather than cutting and pasting from another application.
• Think about how you can demonstrate, from your past experiences, that you have the qualities needed to become a Case Administrator – such as collaborating with others or meeting difficult deadlines.
• After you list your formal qualifications and experience, there is space for you to provide details of any other relevant training or experience you have had. Make sure you can explain why these will help you in your role as a Case Administrator.
• Check and check again. Use a spell checker, get a friend to read your application and give yourself time to proof and edit your application. You don’t want to miss out because of a typo, or missing information.
• Plagiarised applications will not be progressed.

Learn more about the recruitment framework we use as part of the application process.

Contact us

For any queries on the application process, please contact our recruitment centre on 0345 241 5358 or by email to MoJ-recruitment-vetting-enquiries@gov.sscl.com.

1. Complete a short online application form

2. Shortly after applications close your application will be reviewed and sifted. For some roles you will be required to complete a short online test called the Civil Service Situational Judgement Test (CJST) and details will be sent to you if the test is required.

3. If you pass the sift and – if required – the CJST you’ll be invited to an interview and sent some top tips to help you prepare.

Estimated application timeline

We will do our best to ensure the application process is as quick as possible. You will be kept updated and informed at every stage of your application journey.

Pre-employment screening

Pre-employment screening is a series of checks we carry out to ensure we comply with current legislation and to help us make informed employment decisions.

If your application is successful, you will need to undergo HM Prison and Probation Service (HMPPS) Enhanced Level 2 vetting.

Criminal record checks

All our roles are exempt from the Offender Rehabilitation Act, which means we check all spent and unspent convictions  during the vetting process.

You must declare any convictions, cautions and absolute or conditional discharges – regardless of how long ago they occurred.

• This should not deter you from applying, as we consider everyone on their individual merits before making an employment decision.
• Having a conviction does not necessarily mean you cannot work for the Probation Service. However, failure to disclose information will halt your application as we expect a high level of integrity from our employees.
• The Probation Service encourages applications from people with lived experience, as we believe they can make a positive difference to the outcomes of the people on probation we work with.

“This role can be such a good stepping stone, but equally, if you wanted to stay as a Case Administrator you can grow within that role as well, so there’s so much that you can do with this role, it’s a really good opportunity. I would recommend it.” Emily, Case Administrator

Read our blog featuring Emily, a Case Administrator with the Probation Service.

Watch our webinar to find out a bit more about the role.

Probation Service Regions

Vacancies are determined by business need and are advertised accordingly. Our regions cover:

• East Midlands
• East of England
• Greater Manchester
• Kent, Surrey and Sussex
• London
• North East
• North West
• South Central
• South West
• Wales
• West Midlands
• Yorkshire and the Humber

Who we are

The Probation Service, as part of HMPPS, supervises high and medium risk people on probation in the community and in custody. We are here to protect the public, support victims and prevent re-offending wherever possible. We believe everyone deserves a second chance, and we help offenders make the most of theirs.

What we do

As well as assessing the risk that people on probation pose and advising courts to ensure effective sentencing, we work closely with different people and organisations. This includes job agencies, accommodation providers and a whole range of other service providers. Our closest partnership is with people on probation, directly managing them in the community, as well as before and after release as they re-integrate into society.

The bigger picture

The Probation Service is part of HMPPS and is managed by the Ministry of Justice. They’re responsible for providing a transparent, effective and responsive justice system.

If you have query about the application process, please contact our recruitment centre on 0345 241 5358 or by email to MoJ-recruitment-vetting-enquiries@gov.sscl.com.