83121 - Business Administrator - Senior Case Administrator - Specialist OMU - HMP Kirkham

Organisation Level

Delivery - The jobs at this level will be task focused delivering defined activity or services.

Overview

This role acts as a Senior Case Administrator reporting direct to the Band 5 Hub Manager. The role involves the checking and compilation of various mandated processes within the OMU department’s Case Administration team.

The job holder will act as deputy to the Band 5 Hub Manager in regard to Custody work and will hold responsibility for checking and ensuring compliance with Sentence Calculation PSIs.

In addition to the standard case administrator role, the role involves the management of an allocated caseload.

This is a non-operational job with no line management responsibilities. This role is rotational.

Characteristics

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

• Organise, produce and maintain accurate records for the area of work e.g. checklists etc.
• Undertake the transactional activity associated with the Offender Management function. This includes processing the following paperwork ready for checking and onward transmission by the Hub Manager:
• Discharge Report / Pre-Discharge Report
• Bail applications
• Release on Temporary License (ROTL)
• Home Detention Curfew (HDC)
• Offender Assessment and Sentence Management (OaSys)
• Multi-Agency Public Protection Arrangements (MAPPA)
• Re-categorisation
• Sentence calculations, including conduct initial checks
• Appeals
• Violent Sex Offender Register (VISOR)
• Multi-Agency Risk Assessment Planning (MARAP)
• Adjudications
• Indeterminate Sentence Prisoners
• Parole applications
• Legal Correspondence
• License Applications
• Resettlement overnight Release
• Prisoner Fines
• Foreign Nationals/Deportation/Immigration
• Risk to Children/Safeguarding Children

Job Descriptions relating to this Group Profile

The job holder once in post will be in matched to a job description; a sample list is shown below. The post is rotational so the job holder could during their career carry out the role of different job descriptions.

• Business Administrator Specialist : Access to Justice IT Security Controller
• Business Administrator Specialist : Communication Officer
• Business Administrator Specialist : Family Development Visits
• Business Administrator Specialist : Intelligence Analyst
• Business Administrator Specialist : Safer Custody Analyst
• Business Administrator Specialist : Senior Case Administrator

Essential Skills/Qualifications/Accreditation/Registration

Job holders must complete specific training in their specialism once they take up post.

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

When transferring to a Young Persons establishment the job holder will be required to successfully undertake an assessment to demonstrate suitability to work with Young People.

Experience:

Practical knowledge and experience in Custody work including a proven record of sentence calculation and other Case Administrative functions and have been working in that environment for over 12 months.

Ability

• Able to deal effectively and assertively with staff at all levels
• Able user of MS Word and MS Excel
• Information collation and analysis

 Minimum 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 consider to be racist.

Hours of Work and Allowances

37 hour working week

Behaviours

• Managing a Quality Service
• Working Together
• Communicating and Influencing

Technical Requirements

Completion of Sentence Calculation training to an Advanced Level.

Job holders must complete specific training in their administrative specialism once they take up post.

When transferring to a Young Persons establishment the job holder will be required to successfully undertake an assessment to demonstrate suitability to work with Young People.

Additional Information  

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) can be appointed to a range of HMMPS establishments. Candidates will have the option to state preference of location, however, you may be allocated to any HMPPS establishment. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s 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

If your application is successful, you will need to undergo and clear pre-employment checks. This will include His Majesty’s Prison and Probation Service Enhanced Level 2 vetting, and due to the security status of the establishment Counter-Terrorism Check (CTC vetting) is also required.  Proof that you have been a resident in the UK for the last 3 years is needed to complete the CTC vetting process. The residency requirements refer to the period immediately before an application is made, and not any other three-year period, or any other accumulation of time spent in the UK.

If you have been out of the country for a significant period of time (usually up to one year) and maintained your UK residency you may still be considered for vetting clearance. For example:

 ■ spent a significant period of time overseas without returning to the UK, but intend   to return in the future

■ taken a gap year before or following university

■ travelled for a year

■ spent time overseas visiting family

Interview dates 

To be confirmed

Closing Date

XXXX, 23:55 hours.

Success Profiles  

Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

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

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

To complete your application you will need to answer two questions (one per behaviour) on the flowing civil service behaviours:

Managing a Quality Service - 250 word limit

Working Together - 250 word limit

A sift based on the lead behaviour, Managing a Quality Service, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

Interview stage assessments

There is 1 interview stage for this vacancy, questions will focus on a mix of civil service strengths and the following behaviours:

Behaviours

• Managing a Quality Service
• Working Together
• Communicating and Influencing

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.

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.

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