NPS CENTENARY HOUSE CAERPHILLY, CF83 2WA
Grade: Other
NPS Pay Band: 2 National
Post Type: Fixed Term
Duration of appointment: Up to 12 months with potential to be permanent
Working Pattern: Full Time
Role Type: Operational Delivery
Line Manager Responsibilities: No
Overview of the job:
This is an administrative job within the Probation Service.
Summary:
The job holder will provide administrative support within the Probation Service (PS), ensuring that staff and people on probation are supported through efficient processes, maintaining administration systems within specified timescales in order to promote the achievement of team and Divisional objectives.
In line with PS policies and procedures, the job holder must at all times demonstrate a commitment to equality and inclusion and an understanding of their relevance to the work they do. This role may involve some out of hours work. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position.
Responsibilities, Activities & Duties:
1. Responsible for setting up and maintaining accurate people on probation and victim information on relevant approved databases.
2. Ensure the effective administration of referrals to and relationships between offender management, victims, interventions, service providers and external agencies and partnerships to enhance positive outcomes, manage risk, and reduce reoffending.
3. Prepare, maintain and collate case and other records, files and management information, in accordance with the standards required.
4. Receive and distribute information and communications in an appropriate manner, e.g. telephone, paper, e-mail.
5. Provide cover for an effective and efficient reception and telephone enquiry service.
6. Act as a single point of contact within the unit for specialist area of work as required.
7. Deal fairly, effectively, and firmly with a range of people on probation, 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.
8. Make practical arrangements such as appointments, directions, etc., for the implementation of the Sentence Plan.
9. Carry out enforcement administration as required.
10. Where necessary, issue petty cash/vouchers/warrants for travel costs etc., maintaining appropriate records in line with local office financial procedures.
11. Organise the availability of appropriate equipment, materials, and facilities for activities relating to the management of cases.
12. Report faulty equipment and/or materials to Manager and arrange for replacement/repair as agreed.
13. Maintain appropriate systems to ensure the effective use of general unit resources and make recommendations for improvement as necessary.
14. Undertake specific Visor administration tasks in accordance with the procedures.
15. Attend meetings as appropriate. Provide support to meetings as required including organising agenda, taking and distributing notes/minutes and action points.
16. Ensure all activities are conducted in accordance with Health and Safety policies and procedures, undertake equipment tests as required.
17. Provide cover within the unit and to other units within the LDU and Division as appropriate.
18. Carry out safeguarding children duties in accordance with the PS statutory responsibilities and agency policies.
19. Demonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and attitudes, challenge anti-social behaviour and attitudes.
20. To work within the aims and values of PS and HMPPS.
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.
Behaviours:
Ability:
* Ability to use databases
* Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel
* Possess basic numeric skills
Experience:
* 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
* Use and work on own initiative
Additional Information:
Would you like the opportunity to be part of a culture that impacts changing lives? At HMPPS Wales, we can offer you the opportunity to make a difference to wider society. You’ll experience job and personal satisfaction whilst also reaping the organisational rewards and benefits. From attractive holiday allowance, promotion opportunities, access to training, flexible working, generous maternity and employer contribution pension scheme. These are to list just a few, want to know more? Apply for that job now.
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) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.
Standard full-time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy.
Benefits:
The MoJ offers a range of benefits:
Annual Leave: Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis.
Pension: The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information.
Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Networks: The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management.
Eligibility: All candidates are subject to security and identity checks prior to taking up post.
Support:
* A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
* Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
* Paid paternity, adoption and maternity leave.
* Free annual sight tests for employees who use computer screens.
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.
Diversity & Inclusion:
The Civil Service is committed to attract, retain and invest in talent wherever it is found.
Application form stage assessments:
Behaviours:
Delivering at Pace - 500 word limit
Working Together - 500 word limit
Experience:
1. Please describe your experience of using your own initiative to start or complete tasks or solve problems. This experience could be from paid work, volunteer work, education, or from any other setting.
2. Provide an example or outline your experience of using word processing (e.g. MS Word) and Spreadsheet (e.g. MS Excel) software.
Interview stage assessments:
There is 1 interview stage for this vacancy.
Behaviours:
Changing and Improving
Making Effective Decisions
Managing a Quality Service
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