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This is a varied and interesting role for someone with excellent organisation skills and the ability to review and deal with incoming data effectively, the post holder will be given full training and support and will form part of a small but effective team but a large part of the work will be done independently with the post holder being responsible for their own productivity, it is vital that the applicant have strong IT skills particularly with Microsoft Office and Excel, this will be briefly tested as part of the interview process.

There is scope for some home working within this post if appropriate and agreed with management.

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: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Overview of the job

The post holder is responsible for ensuring that public sector prison litigation from offenders, staff and third parties is recorded on the approved IT case management system and provide administrative support to caseworkers, Litigation Manager and the Principle Health, Safety, Fire and Litigation Advisor.

The post holder manages their own work under the supervision of the Litigation Manager.

The post holder does not need to be operational but needs to have a good understanding of operational matters.

Summary

The post holder is responsible for managing and maintaining the PSP Litigation Teams filing system. Electronic and paper based documents are produced which need to be linked to the relevant files in chronological order.

Upon receipt of correspondence the post holder will allocate cases to an appropriate caseworker within the PSP Litigation Team and in line with HMPPS policy refer to the relevant HMPPS appointed legal advisors. The post holder will acknowledge all correspondence and liaise with various stakeholders including HMPPS appointed legal advisors, other litigation contacts and claimant’s solicitors as necessary.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

• Analyse correspondence and identify the type of claim received and the nature of the complaint. In line with HMPPS policy refer the case to the appropriate HMPPS legal advisors.
• Record the case details on the approved IT case management system.
• Where relevant cross reference cases with the appropriate applications which hold offender information.
• To chase lawyers and claimants solicitors for information which prevents a full record being created on the case management system or to update records accordingly.
• Chase information on cases identified by case worker which have not had an update in sometime. This will require the post holder to liaise with the HMPPS appointed legal advisors, Private Sector Providers and probation contacts.
• Identify and allocate the appropriate Business Unit code for each new case and ensure all relevant financial data is up to date on the case management system.
• Process invoices and requests for payment through the relevant Business Unit.
• Seek approval in line with delegated authority levels within the Finance Manual.
• Liaise with relevant stakeholders to ensure payments are made within the required timescales.
• In conjunction with Financial Business Partners ensure monthly bills from HMPPS appointed legal advisors are validated and seek to resolve any anomalies prior to raising the issue formally with lawyers.
• Provide support to the Litigation Manager and Principle Health, Safety, Fire and Litigation Advisor by arranging meetings, taking minutes and in general administrative duties.
• Contribute towards improving the efficiency of the team by actively participating in team meetings, contributing ideas and views.
• Provide input and support to ensure the PSP business plan objectives are achieved.
• Assist with administrative duties within the PSP Litigation Team.

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 the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

Behaviours

• Communicating and Influence
• Developing Self and Others
• Working Together
• Changing and Improving
• Managing a Quality Service
• Delivering at Pace

Essential Experience

• Good Microsoft Office skills especially Word and Excel.

• Have good writing, reading and general communication skills, (telephone, e- mail etc.)

Salary

£24,067 - £25,342

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate’s Business Unit, which should be obtained before confirmation of appointment.

Benefits

Annual Leave

• The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

• You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment

Pension

• The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

• After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers

Training

HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

• There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts

• All staff receive security and diversity training and an individual induction programme into their new roles

Eligibility

• All candidates are subject to security and identity checks prior to taking up post

• All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS

• All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist

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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

• To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail [email protected]);
• To Ministry of Justice Resourcing team ([email protected]);
• To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

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: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.