Case Administrator Job Openings by Ministry of Justice in York February 2019

Job Title York Ministry of Justice
Pub Date 30+ days ago
Company Ministry of Justice
Location York

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Ministry of Justice Job Opportunities 2019

Case Administrator Jobs - York
Part-time, Permanent

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 prosocial 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.

Competencies

For the purposes of selection the following Civil Service competencies will be used:

  • Delivering at pace
  • Making effective decisions
  • Collaborating and partnering
  • Changing and improving
  • Delivering a quality service

Essential Skills, Qualifications, Accreditation & Registration

Essential

  • Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel
  • 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
  • Possess basic numeric skills.
  • Ability to use and work on own initiative
  • Ability to use databases

Qualifications

Desirable

  • NVQ Level II Business Administration (or equivalent)
  • Ability to use case management and assessment systems

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


The jobholder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh. Additional Information

This administrative role is based in Southview Approved Premises, which operates as a Psychologically Informed Planned Environment (PIPE.) The NPS staff work in partnership with NHS colleagues, who provide a psychological perspective on the work. All Southview staff, including the administrator, are provided with clinical supervision to support them in reflecting on the impact of their interactions with the residents. We are therefore seeking someone who has an engaging manner and would be comfortable with this reflective approach to their work.

Working Arrangements & Further Information

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

Benefits

The MoJ offers a range of benefits:

Annual Leave

Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. 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 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 salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
  • 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.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.


Interview dates Interviews are expected to take place by end December
Contact information

Closing Date: 20th December 2018 at 23:55 hours

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am6pm) or e mail [email protected] Please quote the job reference.


Please note the successful applicant will need to undertake a Disclosure and Barring Security Check for this post.

Competencies

You will be required to provide statements describing your skills and experience relevant to each of the stated competencies below. We recommend that you structure your example as Situation, Task, Action and Result.

For further details on civil service competency framework see https://www.gov.uk/government/publications/civil-service-competency-framework

In the event of a large number of applications, a sift on the lead competency may take place. If this happens, the lead competency will be the first one listed in the advert.
During the application or interview process, you may be asked to undertake an additional assessment. If this is applicable this will be listed in the advert or when you are invited to interview.


if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL ([email protected]) in the first instance Competence 1 Making Effective Decisions
Competence 2 Caring
Description

Effectiveness in this area is about showing concern for colleagues, prisoners, and others recognising their needs and providing practical support. People who are effective apply and support the decency agenda for staff and prisoners and take into account their actions and decisions on the wellbeing of prisoners, colleagues and others. At senior levels, it is about developing and promoting a culture of care and ensuring that the decency agenda is real and living.

Competence 3 Persuading and Influencing
Description

Effectiveness in this area means listening to each other, using reason and cooperation to reach agreement. We must all seeks to understand others’ perspectives whilst following through on agreements. Those who work in establishments must take time to understand the prisoners’ point of view and encourage prisoners to understand own / establishment’s perspective. At a senior level it is about promoting a culture of open interaction and effective consultation across all levels of the organisation. It is about influencing and involving the right people necessary to get things done.

Competence 4 Collaborating and Partnering

As one of the leading company in UK, Ministry of Justice opens variety of opportunities for employees to grow and make them as future leaders of the professional and disciplined. Ministry of Justice also gives a dynamic work environment in order to encourage employees to contribute optimally, and at the same time is able to escalate new skills and knowledge through the company programs.

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