7015 - Blackpool & Lancaster Case Administrator

NPS Pay Band 2

Overview of the job      

To provide an effective administration service to field teams and work together with colleagues to promote team development and the achievement of area and team objectives.

To work as an integral part of an Offender Management (including Courts),including provision and maintenance of administrative systems together with liaison with offenders and partners in performance delivery as necessary.

Responsibilities, Activities & Duties     

The job holder will be required to carry out the following responsibilities, activities and duties:

Manage Activities

• Responsible for setting up and maintaining offender information on relevant approved databases and where appropriate paper systems as part of case documents. This will include data entries on Delius, court programmes and /or NOMIS, IAPS, Lotus Notes Trackers or Visor
• Ensure all mandatory appointments as indicated in the Initial Sentence Plan are arranged.
• Responsible for disseminating information, for each offender, to all members of the Offender Management Team, Interventions Unit or Visor Unit, as necessary.
• Ensure that there is appropriate access to case records for Team members and relevant partners in accordance with the National Probation Service policy.

Producing and reproducing documents

• Produce, maintain, and update current case and report lists to a high specification by using information from appropriate sources. Reports may be presented in Court and to other external agencies.
• Assist in the administration of Offender Management (including court based), Interventions, or Visor unit and enforcement by ensuring that appropriate records and files are kept and documentation is produced and despatched within required time scale.
• Prepare and maintain cases and other records, files and statistics, in accordance with the standards required by the National Probation Service.
• Collate organisational documents, reports for staff and management in accordance with the National Probation Service procedures.

Handling Communications and Information Systems

• Receive and distribute information and communications in an appropriate manner, e.g. telephone, paper, e-mail, tracker.
• Maintain own and collate group diary.
• Access electronic mail daily and respond accordingly
• Process incoming and outgoing post in accordance with local office procedures.
• Provide an effective and efficient reception and telephone enquiry service to National Probation Service users.
• Operate office equipment and receive and transmit information using different modes of communication (photocopiers, faxes, email).
• Process and input information in order to maintain up to date and accurate records and databases.
• Check for missing and inaccurate information, taking appropriate action to rectify in accordance with the National Probation Service procedures.
• Arrange for authorised Team members to have access to relevant IT systems including access to Delius/ IAPS by partner/agency staff.
• To deal firmly, fairly and effectively with a range of Probation 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.

Administration in the implementation of the sentence

• Make practical arrangements e.g. appointments, directions etc., for the implementation of the Sentence Plan.
• Contribute to the monitoring of compliance or non-compliance of the offender with the different aspects and requirements of the Sentence Plan, in accordance with the National Probation Service procedures.
• Update case(s) records where the relevant team member does not have access to the database, e.g. where an Offender Manager is away from the office, as necessary.
• In accordance with the National Probation Service procedures report non-compliance e.g. failure by the Offender to make contact as required, to the Offender Manager or Case Manager.
• In accordance with the National Probation Service procedures, carry out enforcement action as required.
• Communicate and liaise with offenders and external agencies as necessary (in respect of offender circumstances,) in accordance with the National Probation Service procedures.
• Ensure information, regarding offender circumstances, is recorded and made available in line with organisational practices and policies.
• Arrange appropriate appointments and, 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 Team Manager/line manager and arrange for replacement/ repair as agreed.

Maintain data in a computer system

• Maintain computer databases, spreadsheets, and manual records as necessary.
• Maintain and produce statistical information relevant to the management of cases e.g. monitoring offender attendance and track offender progress.
• Collate, compare, quality check court and/or case management information
• Input accurate and timely data into Computerised Record systems.

Administration

• Maintain appropriate systems to ensure the effective use of general unit resources and make recommendations for improvement as necessary.
• Make recommendations to SPO for improvement in local systems/ procedures to contribute to the effectiveness of the workflow.
• Undertake specific Visor administration tasks in accordance with the National Probation Service procedures
• Provide an effective administrative service to field teams located in office base, planning and organising own work schedule in order to contribute to the overall effectiveness of the office.

Promoting and implementing diversity

• Promote and implement the National Probation Service Diversity strategy in the performance of the post.
• Promote anti-discriminatory practice in a way that embraces equality and values Diversity.

Other

• Attend team meetings and other meetings as appropriate.
• Liaise with Case Administrator or colleagues to ensure appropriate cover at all times.
• Contribute to the prevention and management of abusive and aggressive behaviour.
• Contribute to maintaining a healthy, safe, and secure workplace by being alert to and identifying hazards and unsuitable working conditions, taking action in line with procedures if appropriate and/or inform the appropriate Manager that action has been taken or is required.
• Report faulty equipment and other hazards as necessary in accordance with local procedures.
• Organise and provide the administration for meetings, including taking notes as required.
• Update Team leave records in accordance with procedures as required.
• Maintain and develop your own knowledge, skills and competences. Receive and respond to supervision from the post holder’s supervisor and participate in the appraisal process, identifying development needs.
• Participate in special project teams and in training events relevant to NPS objectives, the post and post holders development.
• Undertake any other duties, which are commensurate with the grade and nature of the post.

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 competencies will be used:

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

Essential Skills, Qualifications, Accreditation & Registration     

Essential

• Good IT skills including proficiency in MS Office (particularly Word, Excel & PowerPoint)
• 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

Desirable

• Ability to use databases

QUALIFICATIONS

Desirable

• NVQ Level II Business Administration (or equivalent)

Hours of Work (Unsocial Hours)              

37 Hours a Week

Closing Date: 29th March 2017 at 23:55 hours

If you require any assistance please call 0845 010 3508 (Monday to Friday 8am - 6pm) or e mail hr-recruitment-enquiries@noms.gsi.gov.uk. Please quote the job reference.