We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.
Helping to keep the public safe. Giving people the chance to turn their lives around. Building a rewarding professional career. There are many reasons to join the Probation Service. What will yours be?
Overview of the job
This is an administrative job within the Probation Service.
Salary - £18,713 - £22,507
The jobholder will provide administrative support within the Probation Service (PS), ensuring that staff and service users 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
The job holder will be required to carry out the following responsibilities, activities and duties:Responsible for setting up and maintaining accurate offender and victim information on relevant approved databases. 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. Prepare, maintain and collate case and other records, files and management information, in accordance with the standards required.Receive and distribute information and communications in an appropriate manner, e.g. telephone, paper, e-mail.Provide cover for an effective and efficient reception and telephone enquiry serviceAct as single point of contact within unit for specialist area of work as requiredDeal fairly, effectively and firmly with a range of 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.Make practical arrangements such as appointments, directions, etc., for the implementation of the Sentence Plan.Carry out enforcement administration as required.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 Manager and arrange for replacement/ repair as agreed.Maintain appropriate systems to ensure the effective use of general unit resources and make recommendations for improvement as necessary.Undertake specific Visor administration tasks in accordance with the proceduresAttend meetings as appropriate. Provide support to meetings as required including organising agenda, taking and , distributing notes/minutes and action pointsEnsure all activities are conducted in accordance with Health and Safety policies and procedures, undertake equipment tests as required.Provide cover within the unit and to other units within the LDU and Division as appropriate.Carry out safeguarding children duties in accordance with the NPS statutory responsibilities and agency policiesDemonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and attitudes, challenge anti-social behaviour and attitudes.To work within the aims and values of NPS and NOMS
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.
BehavioursDelivering at Pace Working Together Communicating and Influencing Managing a Quality Service
Essential ExperienceStrong 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
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh
Technical requirementsGood keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel Possess basic numeric skills.
AbilityAbility to use databases
By managing offenders in the community, the Probation Service protects the public from the effect of crime and gives offenders the chance to turn their lives around. Join us and you’ll be part of a supportive team that thrives on sharing knowledge and expertise.
About the Recruitment Process
To apply to this role you will be required to complete a short application form and detail responses to two Civil Service Behavior and two Experience based questions.
As part of this application, you will be required to sit the Civil Service Judgment test (CSJT). The CSJT is a two-part test which looks at your ability to make decisions in relation to specific civil service behaviours.
The CSJT is stage one of your application process and you will have the option to complete a practice test immediately before taking the test, to give you an insight of what to expect before you start.
If you are successful in passing this stage, your full application will be sifted once the application deadline has closed. You will then receive further instruction on the progress and outcome of your application.
You can find out more about the CSJT and complete a practice test now here.
If you would like more information relating to reasonable adjustments and the CSJT, please see more details here. You can also watch a short a video here.
If you are successful in passing both the CSJT and application sift process you will be invited to interview.
Please note that there will be a short window of 2 working days to discuss and agree any adjustments for the online test, following the job advert closing.