28548 - Regional Litigation Team Administrator

£20,840 - £23,166
1
12 Months
London
Sutton
HM Prison Downview, SM2 5PD
AO
Band 3
Permanent
Full Time, Part Time, Part Time/Job Share, Flexible Working, Other
Administration / Corporate Support

Overview of the job

The post holder is responsible for ensuring that public sector prison litigation from offenders, staff and third parties is recorded on the approved IT case management system and provide administrative support to caseworkers, Litigation Manager and the RSL: Health, Safety, Fire and Litigation.

The post holder manages their own work under the supervision of the Litigation Manager.

The post holder does not need to be operational but needs to have a good understanding of operational matters.

Summary

The post holder is responsible for managing and maintaining the Regional Litigation Teams filing system. Electronic and paper based documents are produced which need to be linked to the relevant files in chronological order.

Upon receipt of correspondence the post holder will allocate cases to an appropriate caseworker within the Regional Litigation Team and in line with NOMS policy refer to the relevant NOMS appointed legal advisors. The post holder will acknowledge all correspondence and liaise with various stakeholders including NOMS appointed legal advisors, other litigation contacts and claimant’s solicitors as necessary.  

Responsibilities,Activities & Duties

You will be required to carry out the following responsibilities, activities and duties:

  • Analyse correspondence and identify the type of claim received and the nature of the complaint. In line with NOMS policy refer the case to the appropriate NOMS legal advisors.
  • Record the case details on the approved IT case management system.
  • Where relevant cross reference cases with the appropriate applications which hold offender information.
  • To chase lawyers and claimants solicitors for information which prevents a full record being created on the case management system or to update records accordingly.
  • Chase information on cases identified by case worker which have not had an update in sometime. This will require the post holder to liaise with the NOMS appointed legal advisors, Private Sector Providers and probation contacts.
  • Identify and allocate the appropriate Business Unit code for each new case and ensure all relevant financial data is up to date on the case management system.
  • Process invoices and requests for payment through the relevant Business Unit.
  • Seek approval in line with delegated authority levels within the Finance Manual.
  • Liaise with relevant stakeholders to ensure payments are made within the required timescales.
  • In conjunction with Financial Business Partners ensure monthly bills from NOMS appointed legal advisors are validated and seek to resolve any anomalies prior to raising the issue formally with lawyers.
  • Provide support to the Litigation Manager and RSL: Health, Safety, Fire and Litigation by arranging meetings, taking minutes and in general administrative duties.
  • Contribute towards improving the efficiency of the team by actively participating in team meetings, contributing ideas and views.
  • Provide input and support to ensure the Regional business plan objectives are achieved.
  • Assist with administrative duties within the Regional Litigation Team.

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.

Competencies

For the purpose of selection the following competencies will be measured:

  • Leading and communicating;
  • Building capability for all;
  • Collaborating and partnering;
  • Changing and Improving;
  • Managing a Quality Service.

Essential Skills,Qualifications,accreditation  & Registration  

Good Microsoft Office skills especially Word and Excel

Have good writing, reading and general communication skills, (telephone, e-mail etc.

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

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.

See HMPPS competency framework to learn more about the competencies we are looking for.

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/497684/NOMS_competency_framework.pdf

And you can download positive Competency writing samples for Band 2 and Band 3 applications.

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/500804/Competency_writing_samples.pdf

 

Expected: Week commencing 3rd September

23/08/2019, 23:55 hours.

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk. Please quote the job reference - 28548.

Candidate Information

You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

In the event of a large number of applications, we reserve the right to undertake the following processes:


  • An automated online test where a benchmark must be passed to progress;
  • A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.

During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this 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 (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance
Leading and Communicating
Building Capability for All
Collaborating and Partnering
Changing and Improving
Managing a Quality Service

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.


Application form stage assessments

Interview stage assessments

There is 1 interview stage for this vacancy.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

This job is broadly open to the following groups:

· UK nationals

· nationals of the Republic of Ireland

· nationals of Commonwealth countries who have the right to work in the UK

· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families

· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)

· individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

· Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

This Vacancy is closed to applications.