24188 - Case Manager

£25,842 - £28,739
26
12 Months
London
Croydon
SOUTHERN HOUSE CROYDON, CR0 1XG
EO
Band 4
Permanent
Full Time
Administration / Corporate Support

Overview of the job

The Public Protection Casework Section (PPCS) is placed within the Public Protection Group, part of National Probation Services.   The posts are based in HQ in Southern House, East Croydon and are not operational.

The main function of PPCS is to ensure the oversight of the Generic Parole Process (GPP) for indeterminate sentenced prisoners and to ensure the timely processing of recalls to custody of licensed determinate and indeterminate sentenced prisoners from the community and processing requests for licence variations. It also reviews cases referred by the Prisons and Probation Ombudsman (PPO); reviews appeals against adjudications; and assists with Royal Prerogative of Mercy cases.

The job holder will report to a Team Leader and will not have managerial responsibilities for administrative staff.

Summary

The job holder’s responsibilities involve managing a caseload, preparing parole review dossiers, managing recall dossiers and case managing the parole review process. Work involves liaison with prisons, probation, Parole Board, Treasury Solicitors and other stake-holders as well as dealing with prisoners, solicitors and other interested parties. All of the work requires the ability to meet tight deadlines, organise and prioritise casework, offer advice to senior managers and take a range of routine operational decisions. They manage the delivery of casework to targets, monitor performance of and establish good working relationships with other agencies involved in the recall and parole process.

There is a considerable amount of correspondence, often complex, from prisons, probation trusts, prisoners and their solicitors. The work involves indeterminate sentenced prisoners and some of the material handled is of a disturbing and sensitive nature. Case-managers require sound judgment, accuracy and an ability to analyse detailed information quickly. They are expected to work with a reasonable degree of autonomy and acquire a reasonable awareness of wider parole and recall issues/constraints/practices.

Responsibilities, Activities & Duties

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

  • Responsible for preparing dossiers as required for disclosure to prison, Parole Board and offender.
  • Responsible for overseeing directions from the Parole Board
  • Responsible for scrutinising and assisting colleagues with the submission of non-disclosure requests to the Parole Board
  • Act on release directions from the Parole Board.
  • Responsible for setting appropriate review dates in knock back/ no recommendation cases.
  • Responsible for considering and deciding on legitimacy of recall requests from Probation Trusts
  • Ensure that PPUD/case tracking system is accurately updated; milestones are completed; and documents and minutes are uploaded
  • Responsible for compiling first draft replies to Ministerial and non-ministerial correspondence including: prisoner correspondence; adjudication reviews; PPO cases; letters before action; and Royal Prerogative of Mercy cases.
  • From time to time, you may be required to undertake additional activities which are appropriate to the level of your Group Profile (GP)

Competencies

All of the competencies (apart from Achieving Commercial Outcomes) in the Civil Service Competency Framework are relevant to this group profile. For the purpose of selection the following competencies will be measured:

  • Setting Direction – Making Effective Decisions

Being objective, using sound judgement, evidence and knowledge to provide accurate, expert and professional advice.

  • Setting Direction – Changing and Improving

Being open to change, suggesting ideas for improvements to the way things are done, and working in “smarter”, more focused ways

  • Engaging People – Collaborating and Partnering

Working effectively, sharing information and building supportive, responsive relationships with colleagues and stakeholders.

  • Engaging People – Leading and Communicating

Communicating with clarity, conviction and enthusiasm

  • Delivering Results – Managing a Quality Service

Being organised to deliver service objectives and striving to improve the quality of service.

Factor Examples

Please provide job-specific examples to support the factors below (please refer to guidance for completion):

Skills & Knowledge

Postholders will have an understanding of casework management and operation and will be able to use management tools such as MI and effective team management to monitor and improve performance. They will be able to compile detailed and often complex drafts with clarity and accuracy.

Post holder will have a good working knowledge and understanding of either the GPP or recall process, including casework procedures and operational policies, with an ability to review and develop where required.

A good understanding of the roles of probation trusts, prisons, the Parole Board and police in respect of parole and recall. They will be able to liaise effectively with these agencies and build effective working relationships.

Accountability & Decision Making

The postholder will take personal responsibility for taking case specific decisions about cases (ie whether to recall, eligibility/suitability for a fixed term recall, the timing of the next review). They will be able to work with minimum oversight and refer problems to team managers when appropriate.

The post holder will be held to account daily for the decisions they take both by senior management and by challenge from prisoners’ solicitors as well as through judicial review. They will need to be able to demonstrate that decisions are evidence based and take account of policy, practice, legislation and case law.

The postholder is responsible personally for ensuring that they have met internal targets and recorded data accurately. Their performance is monitored centrally and failure in either regard will need to be accounted for.

Problem Solving

The post holder is responsible for dealing with a range of issues that can arise in individual cases, such as failures in open conditions, criminal charges being dropped against a recalled offender, or handling a request to apply for information to be withheld from a prisoner. The postholder will be required to be pro-active in identifying potential problems/issues before they occur and to provide sound and timely solutions and for conveying their proposals to all interested parties.

The postholder is required to pay attention to detail, with the ability to interrogate data, consult colleagues in the operational field and arrive at evidence based and defensible decisions. Such decisions will often be subject to intense scrutiny from an offender’s solicitors and can prompt letters before action and even judicial review.

Some issues that occur may not have come up before and may not be covered by current procedures/policies. The post holder will need to be aware of who to consult (e.g. legal advisers) for advice.

Resource Management & Financial Impact

The post holder does not have a budget responsibility, but is responsible for the efficient management of a caseload to ensure that delays do not occur and deadlines are met.

Where PPCS are found to be responsible for delays/errors through a Judicial Review, this can result in damages/costs being awarded against the SofS, as well as reputational damage.

Organising & Planning

The post holder must be able to organise his/her own work and be able to prioritise their workloads without supervision.

They must be adept in operating casework systems to ensure that all business targets are met and backlogs do not occur.

The post holder must ensure that they use their To Do lists from PPUD on a daily basis to ensure that they are aware of outstanding work and can meet their deadlines. They must recognise the importance of data entry and understand why data is being recorded and the impact if such recording does not take place.

The postholder must understand the role of management information and effective team management in order to underpin the effective and efficient delivery of the business. They must be able to use these tools effectively to ensure that they and their teams operate efficiently.

People Management

This post will not have line management responsibilities

Information Management

The postholder must ensure PPUD and section spreadsheets are maintained accurately. All milestones must be actioned and up-dated.

Comply with NOMs information assurance policy to ensure maintenance of confidentiality, availability and integrity of sensitive information.

Post holders must be able to use data to monitor performance and maximise efficiency.

Influencing & Interaction

The post holder will be responsible for developing good working relationships with internal & external customers and stakeholders to ensure the smooth operation of the casework processes

The post holder must be able to explain problems and issues to senior managers with clarity and accuracy. They must be able to account for decisions and judgments when challenged by solicitors and prisoners. They must ensure decisions are evidence based and lawful.

The post holder must be able to influence stakeholders such as probation and prison staff in respect of compliance with Parole Board Directions, in particular regarding requests to withhold information from the Parole Board. They should be able to challenge such requests and where possible persuade the information owners that the information should be disclosed or alternatively be provided in a gist or redacted format. They must be able to explain complex processes and case law to stakeholders with clarity and accuracy. They will be expected to engage solicitors in difficult conversations over the handling of their client’s case and be prepared to explain and justify the Department’s handling. This can also involve giving solicitors unwelcome information and being able to handle the subsequent challenges.

Emotional Demand & Risk

This is a non-prisoner facing job, but the post holder will be exposed on a daily basis to disturbing casework. It is an essential part of the casework that they the post holder reads the descriptions and in some instances, summarises the details of the index offences (often very graphic including sex offence against children and distressing accounts of murder) and to liaise with prison and probation staff to consider reduction in risk through offending behaviour programmes.

Some of the work requires attendance outside of core hours and job holders may have to participate in a rota to cover this work.

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

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

-HMPPS offers a childcare vouchers scheme. The scheme enables staff to take part of their salary in the form of Childcare Vouchers. This is known as a Salary Sacrifice. The vouchers can then be used to help meet the costs of any form of registered or approved childcare for children aged 0-16. The vouchers are exempt from tax and National Insurance contributions

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 provide 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 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.

To Be Confirmed

20/02/2019, 23:55 hours.

Closing Date: 20th February 2019 at 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 job reference

Enhanced Baseline Standard

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
Collaborating and Partnering
Leading and Communicating
Making Effective Decisions
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.