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Case Administrator

  • Job
    Junior Level
  • Legal
  • York
  • 5d left

AI generated summary

  • You must have strong communication, database, and IT skills, work well under pressure, make effective decisions, and work with difficult individuals.
  • You will be responsible for maintaining accurate records, managing relationships between parties, providing administrative support, handling communications, and ensuring compliance with policies and procedures in a justice-related setting.


  • Behaviours:
  • Delivering at Pace
  • Making Effective Decisions
  • Working Together
  • Changing and Improving
  • Managing a Quality Service
  • 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


  • The job holder will be required to carry out the following responsibilities, activities and duties:
  • Responsible for setting up and maintaining accurate people on probation 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 service.
  • Act as single point of contact within unit for specialist area of work as required.
  • 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.
  • 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 procedures.
  • Attend meetings as appropriate. Provide support to meetings as required including organising agenda, taking and distributing notes/minutes and action points.
  • Ensure 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 PS statutory responsibilities and agency policies.
  • Demonstrate 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 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.
  • An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.


What are the main responsibilities of a Case Administrator in the Probation Service?

The main responsibilities of a Case Administrator include setting up and maintaining accurate information on people on probation and victims, administering referrals to various agencies and partnerships, preparing and maintaining case records, receiving and distributing information, and providing reception and telephone enquiry services.

What skills and abilities are required for a Case Administrator role?

A Case Administrator should have good communication skills, both verbal and written, and the ability to communicate effectively with a diverse range of individuals. They should also have basic numeric skills, good keyboard and IT skills (including proficiency in MS Office Word and basic Excel skills), and the ability to use databases.

How does a Case Administrator ensure the confidentiality of sensitive information?

A Case Administrator must adhere to all policies regarding the sensitive/confidential nature of the information they handle. They should ensure that all information is stored securely and only accessed by authorized personnel.

What behaviors are important for a Case Administrator to exhibit in this role?

Behaviors such as delivering at pace, making effective decisions, working together with colleagues, changing and improving processes, and managing a quality service are important for a Case Administrator to exhibit in their role.

Is out of hours work required for a Case Administrator in the Probation Service?

Yes, this role may involve some out of hours work, so flexibility in working hours is required for a Case Administrator in the Probation Service.

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