Case Administrator

Job Overview

This senior case administrator role reports directly to the Band 5 Hub Manager. Responsibilities include checking and compiling mandated processes within the OMU department's Case Administration team, managing a caseload, ensuring compliance with sentence calculation PSIs, and acting as deputy for custody work. The role is non-operational, has no line management responsibilities and is rotational.

• Organise, produce and maintain accurate records (e.g., checklists).
• Process and verify various types of paperwork for the Offender Management function, including discharge reports, bail applications, ROTL, HDC, OaSys, MAPPA, re‑categorisation, sentence calculations, appeals, VISOR, MARAP, adjudications, indeterminate sentence prisoners, parole applications, legal correspondence, licence applications, resettlement, fines, immigration matters, safeguarding, restraining orders, category A administration, recall, and public protection.
• Ensure completion of the mandatory daily tasks list and that tasks are allocated fairly within the team.
• Ensure all release and transfer paperwork has been completed by the team.
• Check and enforce compliance with sentence calculation PSIs.
• Serve as single point of contact for team communications, prioritising and distributing information from custody/OMU inboxes.
• Coordinate with stakeholders and agencies such as PPCS case managers for parole cases.
• Maintain and check establishment databases, manual filing systems and logs, provide timely responses and produce required reports (data quality, caseload databases, HDC logs).
• Arrange and prepare minutes for meetings such as monthly OMU meetings and IRMT.
• Lead on incorporating new processes or policy changes.
• Develop training guides and support junior colleagues, acting as mentor/induction coordinator.
• Assist in reviewing processes with the Hub Manager and providing specialist advice.
• Investigate and report on administrative errors, applying objective problem‑solving techniques.
• Complete monitoring returns and prepare paperwork for review.
• Conduct initial checks (20% of all) and monitor trends, developing solutions for presentation to the Hub Manager.
• Attend meetings on behalf of the unit and deliver innovation and change initiatives.
• Participate in staff appraisals.
• Ad‑hoc tasks as required.

• Minimum 12 months practical knowledge and experience in custody work, sentence calculation, and case administration.
• Advanced level completion of Sentence Calculation training.
• Specific training in administrative specialism upon appointment.
• For young‑persons establishments, successful completion of suitability assessment.
• Proficiency with MS Word and MS Excel.
• Strong information collation and analytical skills.

• Changing and Improving.
• Communicating and Influencing.
• Working Together.
• Managing a Quality Service.
• Making Effective Decisions.

• Ability to deal effectively and assertively with staff at all levels.
• Strong written and verbal communication in English (Welsh may be required in Wales).
• Capability to handle confidential information.
• Sound organisational and time‑management skills.

Hybrid working arrangements are available as appropriate. The role offers a competitive salary, pension scheme, training and development opportunities, and a supportive work environment.

All candidates will be treated fairly and are subject to security and identity checks. A disability confident employer, the MoJ commits to providing reasonable adjustments throughout the recruitment process.