Administrative Officer

• Set up and maintain accurate records for people on probation and victims using approved databases
• Prepare, maintain, and collate case files, records, and management information
• Manage shared mailboxes and distribute communications (email, telephone, post) appropriately
• Provide general administrative support, including prison support system updates
• Meet court users following hearings and arrange follow-up appointments
• Deal effectively with individuals who may be distressed, in crisis, or display challenging behaviour
• Act as a point of contact for enquiries within the unit
• Provide reception and telephone cover as required
• Ensure a professional and efficient enquiry service
• Support referrals and relationships between offender management, victims, interventions, and partner agencies
• Assist in managing risk and contributing to reducing reoffending
• Arrange appointments and practical requirements linked to sentence plans
• Carry out enforcement-related administrative tasks
• Manage petty cash, travel warrants, and financial records in line with procedures
• Organise equipment, materials, and facilities for case management activities
• Undertake ViSOR administration tasks where required
• Maintain systems for efficient use of resources and suggest improvements
• Ensure compliance with Health & Safety policies
• Carry out safeguarding responsibilities in line with statutory requirements
• Organise meetings, prepare agendas, and take minutes/action points
• Provide cover across units within the Local Delivery Unit (LDU) where required

• Good IT skills, including experience with Microsoft Office packages
• Strong organisational skills and ability to manage workload effectively
• Excellent verbal and written communication skills
• Ability to communicate confidently with a wide range of individuals, including those displaying challenging behaviour
• Ability to work on own initiative
• Ability to handle sensitive and confidential information appropriately
• Demonstrate pro-social behaviour and challenge anti-social attitudes where appropriate
• Work in line with the aims and values of HM Probation Service and HMPPS
• Confident spoken English required for all aspects of the role
• All candidates are subject to security and identity checks prior to appointment
• External candidates will be subject to a 6-month probation period
• Staff must declare membership of any organisation considered racist by HMPPS

• Experience working with databases
• Previous customer service experience

Expenses will be covered for attending NPS office in Birmingham for the first 3 days