HM Prison and Probation Service
Specialist Case Administrator (Ref: 19200)
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Senior Case Administrator OMU HM Prison Pentonville, N7 8TT
Job Overview
This is a non-operational, rotational administrative role in an establishment with high offender turnover. Reporting directly to the Band 5 Hub Manager, the Senior Case Administrator oversees case administration responsibilities while ensuring compliance with mandated processes in the Offender Management Unit (OMU) department.
Key Responsibilities
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Case Administration:
- Check, compile, and verify compliance of mandated paperwork, including:
- Discharge/Approaching Discharge Reports
- Parole & Sentence Calculations (including Sentence Calculation PSIs)
- Home Detention Curfew (HDC), Release on Temporary Licence (ROTL)
- Appeals, Re-Categorisations, Violent Sex Offender Register (VISOR)
- MAPPA, Adjudications, Recall Paperwork, and Public Protection cases
- Legal Correspondence, Licence Applications, and Resettlement Procedures
- Foreign National/Deportation/Impatriation paperwork
- Category A Administration, Sheltered Wings, and Safeguarding
- Check, compile, and verify compliance of mandated paperwork, including:
-
Team & Process Support:
- Maintain and cross-check establishment databases (e.g., OaSys, HDC Logs, MARAP).
- Ensure fair completion of daily task lists and allocate caseloads accordingly.
- Act as Single Point of Contact (SPOC) for omu/custody correspondence, escalating prioritised requests to relevant teams/departments.
- Lead training for new processes (e.g., helping devise aid-memoires and training guides for junior staff).
- Mentor new staff inductees, conducting skill assessments and flagging knowledge gaps.
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Compliance & Quality Control:
- Conduct 20% weekend/off-hours Sentence Calculation checks and escalate outliers:
- Train/Consult on OMU administrative procedures, advocating for continuous improvement in processes.
- Identify and resolve admin errors, documenting objective findings for Hub Manager discussions.
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Innovation & Change Management:
- Propose efficiency enhancements to OMU workflows, including piloting new systems (e.g., parameter pathway letters for behavioural changes).
- Support the Hub Manager during staff appraisals and annual performance reviews.
Selection Criteria
Essential Qualifications
- Sentence Calculation advanced training certification.
- Completed specialist admin training upon role allocation. (Alternative: Holder of a pilots administrative licence or certificate in addition to the pilot route.)
Experiential Requirements
- Minimum 12 months’ custody admin experience, including:
- Proven manual and electronic processing of offender paperwork.
- Ability to assist in policing parole cases for Custodial Release.
Technical Requirements
- Exercise discretion to process clients’ approved permissions between the two system databases.
- Accurate DIY skills on standard admin systems (e.g., OaSys, MAPPA).
Core Behaviours
- Communicating & Influencing (translating admin needs to stakeholders).
- Working Together (shoulder-tapping peers for collaborative problem-solving).
- Managing Quality Service (consistency in checks, escalating deviations).
- Making Decisions (bill-paying but consultative) under custody deadlines.
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Skills
- Expert proficiency in Microsoft Word/Excel for drafting excellent practice notes & reports.
- Information coherence—collating data with precise quality monitoring/reports.
Working Arrangements
- 37-hour week (possibility of ** Volunteering unsocial hours via approved roster issues)**.
- Role resides in staff unit environment; unsocial hours e.g., weekends excluded.
Compensation & Benefits
- Starting Salary: £39,658.
- Pension: Civil Service scheme accrues an employer contribution of £11,488 annually.
- Flexibility: Access to discretionary remote/hybrid working hours.
- Career Development: Participation in paid/mobile learning programmes (e.g., event management).
Legal & Security Requirements
- Clear criminal record check required for police reference.
- All posts mandate CSC baseline personnel security standard checks.
Inclusion Policy
This role is open to:
- UK nationals, EU nationals (or family with eligible Settlement Status), Irish citizens, EU turf (e.g. , klaver includeлена specific), nationalities who hold a valid current right to reside/study/settle in the UK.
- Individuals with disabilities achieving the minimum selection criteria under the Civil Service Disability Confident Scheme.
Contact & Further Information
- Recruitment Team: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk // 0345 241 53 58
- Civil Service Principles: CivilServiceCommission.gov.uk (advise of Complaint escalation).
For additional support, refer to the Justice Careers Portal for FAQs.
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