Case Administrator (Approved Premises) - #418834

HM Prison & Probation Service

Date: May 14, 2022
City: Bristol
Salary: £18,713 - £22,507 / year
Contract type: Full time
Work schedule: Full day
HM Prison & Probation Service


Reference number



£18,713 - £22,507


NPS Pay Band 2 National

Contract type


Type of role

Administration / Corporate Support

Working pattern


Number of posts




About the job


Things you need to know

Apply and further information



About the job


Please refer to Job Description

Job description

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:

Approved Premises (AP) are residential units, primarily for those who have been released on licence and who require a high level of supervision to manage the risk of harm they present to the public. The AP plays a key role in supporting the management of these offenders in their transition from custody into the community

This is a full time position split between Brigstocke Road Approved Premises (0.5fte) and Bridge House Approved Premises (0.5fte)

Overview of the job

This is an administrative job within the National Probation Service


The jobholder will provide administrative support within the National Probation Service (NPS), 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 NPS 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 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 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 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 NPS 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 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.


Please refer to Job Description


We'll assess you against these behaviours during the selection process:

  • Making Effective Decisions

  • Managing a Quality Service

  • Delivering at Pace


  • Access to learning and development

  • A working environment that supports a range of flexible working options to enhance your work life balance

  • A working culture which encourages inclusion and diversity

  • A civil service pension

  • Annual Leave

  • Public Holidays

  • Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Things you need to know


Successful candidates must pass a disclosure and barring security check
People working with government assets must complete basic personnel security standard checks.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours and Strengths

Feedback will only be provided if you attend an interview or assessment.

Nationality requirements

This job is broadly open to the following groups:

  • UK nationals

  • nationals of Commonwealth countries who have the right to work in the UK

  • nationals of the Republic of Ireland

  • nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)

  • relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service

  • relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service

  • certain family members of the relevant EU, EEA, Swiss or Turkish nationals

Further information on nationality requirements

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information

This vacancy is part of the Great Place to Work for Veterans initiative
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Contact point for applicants

Job contact :

Recruitment team :

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL ([email protected]) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages:

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