Job Description

You 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. You must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position. You 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 behavior, 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. 
• Organize 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 administration tasks in accordance with the procedures 
• Attend meetings as appropriate. Provide support to meetings as required including organizing 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 and Division as appropriate. 
• Carry out safeguarding children duties in accordance with the statutory responsibilities and agency policies 
• Demonstrate pro-social modelling skills by consistently reinforcing pro-social behavior and attitudes, challenge anti-social behavior and attitudes.

Behaviors

• Delivering at Pace 
• Making Effective Decisions
• Working Together 
• Changing and Improving
• Managing a Quality Service

Required Knowledge, Skills, and Abilities

• Strong communication skills (verbal and written) and ability to communicate effectively with a wide range of individuals, including those who may present difficult or aggressive behavior 
• Use and work on own initiative
• Good keyboard and IT skills including proficiency in MS Office Word, and basic skills in Excel 
• Possess basic numeric skills.
• Ability to use databases