Admin Support Operations and Legal Hub (Ref: 89959)

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

East Midlands (England), East of England, London (region), North East England, North West England, Scotland, South East England, South West England, Wales, West Midlands (England), Yorkshire and the Humber

About the job

Job summary

This position is based at 10 SOUTH COLONNADE LONDON, E14 4PU, NATIONAL

Job description

JOB DESCRIPTION AND PERSON SPECIFICATION

Administrative Officer

“Thank you for showing an interest in the Parole Board”.

The Parole Board is an independent court-like body that is responsible for carrying out risk assessments on prisoners to determine whether they can be safely released into the community. We do that with great care and public protection is our top priority. 

All Parole Board decisions are solely focused on whether a prisoner would represent a significant risk to the public after release. Not all decisions Members make are popular, but they make these decisions fairly and objectively. The Parole Board covers parole work across England and Wales, including conducting hearings across all prisons and working with witnesses from the probation service, prison service, psychology as well as with legal representatives. So – we are both complex and we are interesting!

The Board is made up of about 220 members of secretariat staff based in our London Head Office and approximately 340 Members who make decisions on risk and hold hearings at prisons around the country.

The Parole Board is an executive non-departmental public body, sponsored by the Ministry of Justice. Staff who work for the Parole Board Secretariat are Public Servants and not Civil Servants.

JOB TITLE

Administrative Officer

DEPARTMENT

Operations x 3, Legal x 1

TEAM

Third Party Directions

Operational Support

Member Case Assessment

Legal Hub

JOB GRADE

AO

NUMBER OF POSTS

4

REPORTS TO

Third Party Directions Team Leader

Operational Support Team Leader

Member Case Assessment Team Leader

Legal Hub Team Leader

JOB PURPOSE

An exciting opportunity has arisen in the Operations and Legal hub at the Parole Board for various AO administrative officer roles. These roles will be within the Third Party Direction Team, Member Case Assessment Team (MCA), Operational Support Team and the Legal hub. A brief breakdown of each team is as follows:

Third Party Directions – You will provide administrative support to a team responsible for obtaining reports from Third Party stakeholders. You will issue directions to police forces nationally as well as Home Office, CPS and a variety of other Third Party stakeholders.

Member Case Assessment (MCA) – You will be responsible for panelling MCA bundles, dossier checking, requesting legal representations, monitoring shared inboxes, closing off paper reviews and other administrative duties. You will work closely with the MCA team reporting any issues or trends that emerge so these can be investigated and addressed.

Operational Support – The Operational Support Team provides a wide range of administrative support to the wider organisation. You will be responsible for handling and triaging enquiries from stakeholders and the public as first line customer service. You will issue initial timetables to parties to a hearing, ensuring that they are notified of logistics. You will be an administrative point of contact for staff at our Headquarters, booking collections and deliveries and processing incoming post.

Legal – The Legal Hub Administrative Support Officer will provide vital administrative support across the Legal Hub. This will include assisting the Litigation Team by helping to facilitate the effective management of public and private law claims against the Board; and supporting the Board to review its decisions and deliver its transparency agenda by providing administrative assistance to the Set Aside, Public Hearing and Reconsideration workstreams.

SCOPE OF RESPONSIBILITIES

Main Duties – Third Party Directions Team

• Issuing Parole Board directions to the appropriate Third Party stakeholder.
• Liaising with Third Party Directions Case Managers to progress replies received to directions.
• Providing cover for the Third Party Directions Inbox when required.

Main Duties – Member Case Assessment

• To ensure a dossier has all the relevant information needed to ensure a paper review can be undertaken, rejecting any that fail the checking process.
• To prepare and dispatch dossiers via a bundle to panel members.
• To request representations prior to an MCA paper review ensuring adherence to the relevant timescales.
• To ensure paper reviews are closed off correctly in accordance to the appropriate timescales.
• To ensure case management systems are updated accurately and on time.
• To manage all administrative inboxes including notifications, all correspondence and communications, ensuring they are dealt with effectively and swiftly and in line with the business plan.

Main Duties – Operational Support Team

• Issuing initial timetables to parties to a hearing.
• Attending Parole Board Headquarters to scan and process post, sending on to relevant staff.
• Shared responsibility of the Operational Support functional mailboxes.
• Booking collections and deliveries to staff and Members.
• Triaging telephone enquiries from stakeholders and public.

Main Duties – Legal Hub

• First contact point for communications to the Litigation Team
• Support the Litigation Caseworkers and Team Manager in order to effectively manage on-going Private and Public Law cases
• Assistance to the Set Aside, Public Hearings and Reconsideration Case Managers and Team Leaders
• Lead on general administration duties; including post opening and dispatching, photocopying, filing, raising and payment of invoices
• Record receipt of both hard and electronic correspondence and update databases (PPUD)
• Case management folders are maintained in accordance with the filing structure and naming convention

Main Duties – All

• Responding to email and telephone correspondence in relation to remit of own and your team’s work.
• Other tasks appropriate to the role as assigned from time to time by line manager.
• To ensure that all work is carried out to a quality standard that minimises error and maximises support for the team. Flexibility to learn and cover dossier conversion and duty member work.
• To undertake these responsibilities in line with current legislation and local and national policies.
• To provide cover for absent colleagues.
• To maintain an efficient and effective filing system.
• To build and maintain good relationships with stakeholders to ensure the processes work for all.
• Ad hoc duties as directed by managers, where necessary.
• To keep your team leader abreast of significant developments.

Desirable experience required for the post: 

• Ability in, and experience of, working in a busy fast-paced environment ensuring that deadlines are met.
• Experience in communicating with internal and external stakeholders at all levels.
• Experience in using IT systems to record and analyse data.
• Ability to work well across several different teams and build supportive relationships.
• Ability to tackle problems and escalate where necessary.
• Ability to work at pace and reprioritise where necessary.

Behaviours:

We will assess you against these behaviours during the selection process:

• Managing a Quality Service
• Delivering at Pace
• Working together

Person specification

Please refer to Job Description

Behaviours

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

• Managing a Quality Service
• Delivering at Pace
• Working Together

Benefits

Alongside your salary of £22,940, Parole Board contributes £6,102 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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 with an average employer contribution of 27%
• 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.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : SSCL Recruitment Enquiries Team
• Email : Moj-recruitment-vetting-enquiries@gov.sscl.com
• Telephone : 0845 241 5359

Recruitment team

• Email : Moj-recruitment-vetting-enquiries@gov.sscl.com

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 (Moj-recruitment-vetting-enquiries@gov.sscl.com) 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: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints/

https://justicejobs.tal.net/vx/appcentre-1/brand-2/candidate/so/pm/1/pl/3/opp/89959-89959-Admin-Support-Operations-and-Legal-Hub/en-GB

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