Case Administrator

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.

• 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
• Harassment/Restraining Orders
• Category A administration
• Recall paperwork
• Public Protection
• Ensure completion of mandatory daily tasks list and tasks have been allocated fairly within the team.
• Ensure all release and transfer paperwork has been completed by the team.
• Will hold responsibility for checking and ensuring compliance with Sentence Calculation PSIs
• Act as a SPOC for all communications to the team, prioritise and distribute to the appropriate person or relevant department in the establishment e.g. managing custody inbox/OMU inbox.
• Correspond with relevant stakeholders and agencies to ensure that they are aware of information and that it is adequately shared e.g. liaison with PPCS case managers for specific parole cases.
• Maintain and check establishment databases, manual filing systems and logs of information with responses within timescales, producing reports as required e.g. Data quality, Caseload databases, HDC Logs etc.
• Arrange any meetings including the preparation of paperwork, minutes and action points e.g. Monthly OMU Meetings, IRMT.
• Act as specialist administrator and continue to develop skills and understanding of all processes. Lead on the accommodation and assimilation of new processes or policy within the function.
• Develop training guides and aid memoirs to use in developing and training junior colleagues.
• Act as a mentor/induction co-ordinator for all new starters within the function, working to develop their initial skill set and work to increase knowledge and capability. Identify any areas of concern/deficit and advise the hub manager at the earliest opportunity.
• In conjunction with the Hub Manager to review new and existing process and provide specialist advice and consultation to Head of Department for and during discussions about new process and planning decisions.
• Investigate and report upon administrative errors within the department adopting an objective problem solving approach to issue resolution.
• Undertake other management/administrative tasks including:
• Complete monitoring returns for the area of work e.g. liaison with Hub Manager.
• Prepare paperwork for checking by their manager, conducting 20% of all initial checks as required and reporting trends and developing solutions for presentation to the Hub Manager. Completing 2 day checks.
• When required, attend meetings on behalf of their unit.
• As senior administrator, work to deliver innovation and change.
• Working alongside and informing/advising the Hub Manager during annual staff appraisals.
• Ad hoc roles and responsibilities as required.

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. Some roles may not be suitable for Hybrid Working. 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 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 patterns where they meet the demands of the…