HQ Job Description (JD)
Band 4
Directorate: Directorate of Security
Job Description: CSC Admin Support
Document Ref.
HQ JES 0687 CSC Admin Support
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
02 April 2024
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
HQ JES 0687 CSC Admin Support v2.0
Job Description
Job Title
CSC (Close Supervision Centre) Admin Support
Directorate
Directorate of Security
Band
4
Overview of the
Provide administrative support (5 days/week) to the CSC
job
Operational Manager, ensuring an accurate record of decisions
is recorded. The work involves the arrangements for and minute
taking of a number of meetings where knowledge of the
processes and cases is imperative to ensure the recording of key
information.
The role reports to the CSC Operational Manager up to the Head
of the Long Term High Security Prisons Group.
The role is an HQ role but given the remote operation of the
team the post holder can be located anywhere within reasonable
travelling distance of the high security prisons.
The post does not have line management responsibilities.
The job holder is not operational but is required to travel given
the geography of the work.
Summary
By completing administrative tasks timely and competently the
job holder ensures that the CSC processes operate effectively,
providing evidence of defensible decision making that can
withstand external scrutiny and legal challenge.
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
• Make arrangements regarding room bookings and attendees,
prepare documentation, including agenda, minutes, prisoner
referrals and case notes, policies, and take comprehensive
minutes for the Case Management Group (CMG) meeting,
national CSC Management Committee meeting (CSCMC),
Advisory Panel Meeting, and prisoner case conferences
relating to the selection to and de-selection from the CSC,
ensuring an accurate record of the decision making process
is maintained to enable the presentation of the facts when
subject to legal challenge.
• Transfer information to establishments following prisoner
transfers to ensure up-to-date information is shared to enable
effective management of individual cases.
• Manage the electronic prisoner files and act as Local
Information Manager for HERM.
• Make arrangements for all ‘Working with Challenging
Behaviour’ (WCB) training courses ensuring all training
materials are provided for the course in time, liaising with the
facilitators as necessary, and collating and disseminating the
list of candidates for each course.
HQ JES 0687 CSC Admin Support v2.0
• Travel regularly to attend core meetings.
• Maintain an up-to-date contact sheet for CSC lead in the high
security estate, circulating to relevant staff.
• Act as a central contact point for matters relating to CSC,
providing information as requested by solicitors, the Treasury
Solicitor, establishments and prisoners in accordance with
the Data Protection Act and Freedom of Information requests.
• Complete and send correspondence as required generally
and by the CSC policy, including letters to prisoners informing
them of selection into the CSC for and following assessment,
or de-selection from the CSC, all of which require a Director’s
signature; formal request letters to establishments for
assessment reports including completion dates.
• Send a letter detailing training dates for the year ahead for
the WCB course to all CSC leads and high security training
managers.
• Collate the CSC Data Monitoring returns each month
following receipt from each high security establishment.
• Make enquiries with establishments, HM Court Service and
external stakeholders in respect of prisoner management
arrangements.
• Provide general administrative support including printing,
copying, preparation for ‘awaydays’/workshops and
presentations.
• Update and maintain the CSC databases.
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.
Civil Service Success Profile Criteria
Behaviours
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace
Strengths
(Note: we recommend you choose 4 to 8 strengths locally -
select from the list of Civil Service strength definitions on the
intranet.
Experience
• The job holder must have good IT skills including use of Word,
Excel, Microsoft Outlook, and Adobe PDF.
• The job holder must be highly competent in minute taking and
reporting.
• Good communication skills both verbal and written are
essential across a number of aspects of the work, including
contact with internal and external stakeholders to ensure a
professional service is provided.
HQ JES 0687 CSC Admin Support v2.0
Technical
Requirements
Ability
Minimum
Please do not alter this box
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 probationary period within HMPPS.
• All staff are required to declare whether they are a member of a
group or organisation which HMPPS consider to be racist.
Hours of Work
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only
HQ JES 0687 CSC Admin Support v2.0