Wiltshire Probation Westinghouse, 34 Marshfield Road Chippenham, Wiltshire SN15 1JT Tel: 01249 461577 Fax: 01249 445497 www.wiltshireprobation.org.uk Chief Executive: Liz Rijnenberg Direct Dial: 01225 467 117 Our Ref: HR/Jobs 8th May 2014 Dear Applicant Post: Case Administrator Thank you for your interest in the above position. Please find enclosed an application form, job description and person specification for the above position as requested. Please note the closing date for applications is midday Thursday 22nd May 2014. Interviews date to be confirmed. For informal discussion about this post please contact Liz Hickey 01249 461 577. You will see that the application form has a separate section entitled Equality of Opportunity, please complete this section and return. We are happy to receive this information via e-mail, but if you any concerns please send a hard copy in an envelope to the address at the top of this letter. Please return your completed application to [email protected]. Yours faithfully C.Shaftoe CLAIRE SHAFTOE Human Resources Manager National Probation Service – Wiltshire Trust Information for Applicant – CASE ADMINISTRATOR Appointment If an offer of employment is made, it will be subject to satisfactory references, police clearance, and medical clearance. Salary The post is Band 2 £17,417 - £21,605. All appointments will be made at the bottom of the pay range, and progression through the pay range will be by annual increments. Payment is made monthly in arrears by credit transfer on the 25 th of the month. Hours of Work The post is 37 hours per week which may include weekend/evening/bank holidays working as and when necessary for the performance of the duties of the post. Holiday Entitlement 25 days per year plus two statutory day, (one normally at Christmas), Bank and Public holidays. The holiday year commences 1 April and ends 31 March and part-time employment or employment for part of the year attracts a pro rata entitlement. Length of Continuous Service On appointment 1 year plus 2 years’ plus 3 years’ plus 4 years’ plus 5 years’ plus Annual Leave Entitlement 25 days 26 days 27 days 28 days 29 days 30 days After 7 years continuous service you will attract 1 further statutory day taking your annual entitlement to 33 days (including Christmas Statutory day) Notice The appointment is subject to satisfactory completion of 6 months’ probationary period, though this may be extended if more time is needed to assess suitability for employment. During the probationary period notice is 1 week for either side. Once confirmed in post the notice period is 1 month. Pension Staff are able to join the Local Government Pension Fund which is a contributory scheme as below. If you work part-time, your rate will be based on the whole time pay rate for your job, although you will only pay contributions on the pay you actually earn. If your Whole Time Equivalent pay rate is: Up to £12,000 More than £12,000 and up to £14,000 More than £14,000 and up to £18,000 More than £18,000 and up to £30,000 More than £30,000 and up to £40,000 More than £40,000 and up to £75,000 More than £75,000 Your contribution rate will be: 5.5% 5.8% 5.9% 6.5% 6.8% 7.2% 7.5% Health and Safety All staff are expected to observe the Health and Safety at Work Regulations as set out by the National Probation Service – Wiltshire Trust, in accordance with statutory requirements. Contract All offers of employment are subject to a requirement to sign the National Probation Service – Wiltshire Trust contract of employment. Equal Opportunities Wiltshire Probation Trust provides equality of opportunity, regardless of disability, sexual orientation, gender, race, colour or ethnic origin of its employees and welcomes applications from groups under – represented in the Probation Service. The purpose of this information is solely to provide prospective employees with details relating to the post. It may not be construed as an offer of employment, nor does it form part of the contract of employment or the job description. All information provided in this document may be subject to amendment. CASE ADMINISTRATOR Salary: Band 2 £17,417 to £21,605 Location: Swindon Hours: Full Time Ref: CA Are you looking for a challenging and fulfilling role within the Criminal Justice System? We are looking for highly motivated individuals to join our team of administrative staff in the Swindon Probation Trust Office. The role is varied and interesting. You will work closely with a group of offender managers supporting all aspects of their work with individuals subject to court orders in order to reduce their reoffending and protect the public. You will be responsible for administrative tasks including data entry, processing, filing, minute taking, reception and dealing with telephone queries. There is a requirement to work up to 9.30pm on at least one evening per week. You will need to be able to demonstrate the ability to: Provide excellent customer service Multi task and prioritise workload Work logically and accurately within deadlines Disseminate information and pass on communications accurately and quickly Work constructively with a range of colleagues and agencies Work positively and supportively as part of two teams We are looking for an experienced administrator with good word processing skills using MS Word/Excel and databases. A high degree of confidentiality is also required. Wiltshire Probation Board provides equality of opportunity, regardless of disability, sexual orientation, gender, race, colour or ethnic origin of its employees and welcomes applications from groups underrepresented in Wiltshire Probation Trust. The Probation Service is currently undergoing a period of transition called Transforming rehabilitation. The transition will mean the organisation will be split between the National Probation Service (NPS) or the Community Rehabilitation Company (CRC). This post will be within the CRC. A full job pack including application forms can be obtained from our website www.wiltshireprobation.org.uk. If you have any difficulties downloading please email [email protected]. The closing date for applications is midday Thursday 22nd May 2014. All applications must be on an application form. CV’s will NOT be accepted. COMMITTED TO EQUAL OPPORTUNITIES Last Reviewed: May 2014 Job Description Job Title: Case Administrator – Offender Management/Interventions Grade: NNC 2 Reports to: Team Manager Job Location: Swindon Main Purpose: To provide an efficient and effective case administration support function to Offender Managers and Interventions staff. Main Duties: To facilitate the effectiveness of offender management and interventions through the provision of clerical and administrative support to the team, using IT applications and equipment, including word processing, databases, spreadsheets, e-mail and templates. Arrange appointments according to schedules of activity linked to individual offenders. Monitor compliance by tracking what should be happening at any one time with the offender, record and report to relevant officer. Liase with Offender Managers and Supervisors, Interventions and Partner organisations. Take the necessary action with prompts to ensure timescales are adhered to. To provide cover for the General Administrator. Undertake support tasks as required by Team Managers Undertake evening reporting duties and health and safety cover as required Any other duty commensurate with the role requested by your manager. Individual Practice: Promote equality, diversity and anti-discriminatory practice. Ensure that service delivery is non-oppressive and anti-discriminatory To have due regard for own personal health and safety and avoid endangering colleagues or members of the public. Comply at all times with the current Trust policies, practice standards and procedures. Develop own knowledge and practice and contribute to the development of knowledge and practice of others and the development of effective teamwork. Report any circumstances which may adversely affect the functions and processes of the area, to their line manager. Identify any factors which may adversely affect the functions and processes of the Trust, and work with others to rectify Performance Management: Maintain high standards of Data integrity in all work. Produce case monitoring data by generating management information at case and caseload levels. Carry out day to day processes in an effective and efficient manner. Specific Offender Management Duties: Administer Offender Management and Interventions Teams providing access for the team to the case record, distributing the Sentence Plan to all members highlighting individual responsibilities and monitoring changing OMT membership and adjust access to records accordingly. Administer the Sentence Plan by making practical arrangements (appointments, directions, details) for the implementation of the plan. Produce relevant case documentation by initiating OASys sentence plan, review documentation, case specific procedures. Schedule reviews, track and trigger review process in good time. Administer reviews by convening Offender Management Team reviews, record and administer records. Administer and track enforcement/ breach proceedings by implementing local procedures and report progress to Offender Manager. Establish and maintain liaison and information exchange protocols with designated custody based Offender Management team staff. Cover DVU, MARAC & IOM responsibilities as appropriate. Administration of warrant and PSR/Court protocols. Health and Safety Responsibility All employees are required to undertake their work in a safe manner having due regard for their own health and safety and that of others who may be affected by their work. Health and safety rules must be followed at all times. Specialisms: Although the post holder will work with the Offender Management and Interventions Teams there may be occasions when they will be required to undertake work for other teams within the service. KEY ACCOUNTABILITIES KA1 TAKE RESPONSIBILITY FOR THE CONTENT AND ACCURACY OF MATERIAL PRODUCED. KA2 ENSURE THAT PROFESSIONAL STANDARDS ARE MAINTAINED KA3 CREATE AND MAINTAIN POSITIVE WORK RELATIONSHIPS WITH STAFF AT ALL LEVELS. KA4 CONTINUOUSLY IMPROVE SELF PRACTICE BY MONITORING THE EFFECTIVENESS OF WORK AND RESPONDING WITH CHANGES TO WORKING METHODS KA5 CONTRIBUTE AS AN INDIVIDUAL AND AS A TEAM MEMBER TO THE ACHIEVEMENT OF THE TRUST BUSINESS PLAN KA6 CONTRIBUTE TO THE DEVELOPMENT OF THE WHOLE SERVICE AS A LEARNING ORGANISATION KA7 DEVELOP OWN KNOWLEDGE, SKILLS AND EXPERTISE BY KEEPING UP TO DATE WITH NEW INFORMATION AND CONTACTING OTHER AGENCIES KA8 CARRY OUT RESPONSIBLITIES HAVING REGARD TO HEALTH AND SAFETY POLICY KA 9 USE APPROPRIATE IT SYSTEMS SUCH AS LOTUS NOTES AND DATABASES IN ACCORDANCE WITH POLICIES AND PROCEDURES COMPETENCES: The following are taken from the Occupational Standards for Administrative and specialist staff L12 L13 L17 L18 L21 L23 L24 L25 L26 L27 L28 LBA1 Contribute to the health, safety and security of the workplace Operate and take care of equipment Produce text following instructions Handle mail Develop self to improve performance Contribute to the effectiveness of the workflow Create and maintain effective working relationships Store, retrieve and supply information Maintain data in a computer system Prepare documents Receive and transmit information Recording and accounting for cash transactions NOTE: This job description is intended as a general guide to the duties attached to the post and is not an inflexible specification. It may therefore be altered from time to time to reflect the changing needs of the department, always in consultation with the post holder. Agreed Job Description Signed: ……………………… Date…………………... Print Name: ………………………………………………………………………………… Manager’s Signature: ………………..…………………. Date…………………… Print name: ……………………………………………………………………………… Date Job Description prepared/revised: ……………………………….. Prepared/revised by:………………………………………………………… Last Reviewed: May 2014 Person Specification Case Administrator For effective performance of the duties of the post, the postholder will have, as a minimum, the skills and knowledge detailed in Essential Criteria. ATTRIBUTES ESSENTIAL CRITERIA Qualifications and Training Knowledge and Experience Aptitudes and Abilities Disposition, Attitude, Motivation Knowledge of Microsoft Word and Excel Minimum of 5 GCSE’s (or equivalent) to include Maths and English Recent experience in an administrative role or equivalent – transferable skills IT applications (database, spreadsheets, word processing, Email, internet, templates) Good telephone and reception skills Proven administrative skills Ability to work confidentially Good communication skills Good organisational skills Ability to manage self and take responsibility for own learning Computer literate Ability to produce accurate material Ability to record information accurately Ability to continuously improve self practice Ability to create and maintain positive working relationships with others Ability to deal with difficult people Ability to remain calm when under pressure Customer Focused Self motivated, hard worker Enthusiasm Team Worker Ability to work on own initiative Ability to work under pressure and DESIRABLE CRITERIA NVQ level 2 in administration or equivalent Previous local government administrative experience Job Circumstances multi task Commitment to anti-discrimination and diversity Solution focussed Positive attitude and professional conduct at all times. Flexible-working 37 hours a week to include some evenings- full time
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