Job Description (JD)
Band 4
Group Profile - Business Administrator
Specialist (BAS)
Job Description - BAS: Senior Case
Administrator
Document Ref.
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator v1.0
Document Type
Management
Version
1.0
Classification
Unclassified
Date of Issue
18 September 2018
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator v1.0
Job Description
Job Title
Senior Case Administrator
Group Profile
Business Administrator Specialist (Complex)
Organisation Level
Delivery 3-4
Band
4
Overview of the job
This is an Administrative job in a Complex establishment.
This role is particularly designed for Local Establishments with a high churn.
Summary
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.
This is a non-operational job with no line management responsibilities.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
? Organise, produce and maintain accurate records for the area of work e.g.
checklists etc.
? 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.
? 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.
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator v1.0
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 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.
Competencies
All of the competencies in the HMPPS Competency and Qualities Framework are
relevant to this group profile. For the purpose of selection the following
competencies will be measured:
? 2. Changing and Improving
? 3. Making Effective Decisions
? 4. Leading and Communicating
? 5. Collaborating and Partnering
? 8. Delivering Value for Money
? 9. Managing a Quality Service
Minimum Eligibility
? All candidates are subject to security and identity checks prior to taking up
post.
? All external candidates are subject to 6 months probation. Internal candidates
are subject to probation if they have not already served a probation period
within HMPPS.
? All staff are required to declare whether they are a member of a group or
organisation which the Prison Service considers to be racist.
Essential Skills/
? Completion of Sentence Calculation training to an Advanced Level.
Qualifications/
? They should have practical knowledge and experience in Custody work
Accreditation/
including a proven record of sentence calculation and other Case
Registration
Administrative functions and have been working in that environment for
over 12 months.
An ability to fulfil all spoken aspects of the role with confidence through the
medium of English or (where specified in Wales) Welsh.
Hours of Work and
Allowances
OR-JES-2434-JD-B4 : BAS : Senior Case Administrator v1.0