Case Administrator

Uttoxeter | Other

Salary: £12,034 - £12,335

Contract: 9 months Fixed Term

Hours: 20 per week 


HMP Dovegate is a Category B adult male facility near Uttoxeter, Staffordshire. Serco cares for up to 1060 male adult prisoners over the age of 21 serving a range of sentences including trial, remand, those awaiting sentence and convicted men serving long and short term sentences.

HMP Dovegate has the UK's only privately run purpose-built therapeutic facility. The therapy offered helps offenders stop their pattern of offending.


Administrating and supporting the coordination of the fulfilment and accurate recording/analysis of Case Administration across HMP  Dovegate.


Key Purpose 


You are required to assist the Prison Offender Managers with administration duties. This will include generating and safe handling of all documentation relating to offenders residing and of all new arrivals at HMP Dovegate.  


To ensure a high level of security and confidentiality is maintained in relation to staff and prisoners, and that all information, both written and oral, is treated confidentially.  A key element of this role is computer based working therefore you will need to possess high level office base skills. 


You will be required to effectively communicate both in writing and verbally with external agencies include Police (IOM), Probation, Magistrates and Crown Courts and other Prisons to ensure that all offenders that are received in custody have the appropriate documentation. 


You will be required to attend and complete prison service training to enable you to carry out all case administration duties as stated in the specific requirements. 


You will demonstrate a positive attitude to change and show flexibility in the work place.  


Structure and Reporting Relationnship

Reporting relationship to OMU/Hub Managers who will have daily oversight and managerial responsibility. 

OMU/Hub Manager will report to Head of Offender Management Services 

Head of Offender Management Services reporting to Head of Resettlement 


Requirements of the role

  • To provide clerical and administrative support for all areas of the department. You will be responsible to effectively communicate internal partners and external agencies. 
  • To ensure at all times that all records are completed to high standard of accuracy on the relevant computer systems, and appropriate local recording systems, including manual and electronic files. 
  • To work as part of the team in an efficient and professional manner.   
  • To work closely with Prison Offender Managers/Supervisors to assist with the administration for all transfers, new receptions into custody and discharges. This will include producing licences for offenders post release. 
  • To develop you knowledge and skills of the job role both in situ and through training, have an understanding of all relevant procedures and provide help and support in all areas of the function. 
  • An essential element of the role is to carry out sentence calculations in line with the PSI guidelines, on completion of training you will be required to maintain your competency levels. 


  • To administer all systems within the OMU in support of Prison Offender Managers/Supervisors 


  • Produce reports as requested, and maintain accurate records of all actions taken.  


  • Ensure you are aware of and work within the legislation of the Health and Safety at Work Act, with particular attention to the safe systems of work applicable to your area. 


  • Initiate and collate reports for forwarding to relevant internal departments and external agencies within specific time scale. 


  • Daily filing and archiving of records, including the control and security of prisoner files. 


  • To operate the PNC machine producing reports as necessary if appropriately trained. 


  • You will be required to schedule reports to internal departments to allow process for sentence planning meetings/parole dossiers/re-categorisation as required per PSI guidelines. 


  • Be flexible in your approach - you will be required to support all OM areas 



Specialist Case Admin Roles Parole 


  • To undertake the duties required as Parole Clerk as indicated in PSO 6000 
  • Identify those prisoners eligible for parole and start to process in line with the timetable, including requesting reports for parole dossiers 
  • Compile parole dossiers in line with PSO 6000 and ensure that it reached the Parole Board Secretariat by the target date of at least 12 weeks before Parole Eligibility Date
  • To advise Offender Supervisors when the parole commences for offender on their caseload; to ensure sufficient time in given for the completion of parole reports  
  • Accurately, record and maintain the monthly parole data that is to be supplied to the hub managers  


Public Protection

  • To undertake the duties as required by the Public Protection Manual 
  • To identify all offenders subject to public protection measures; completing all relevant documentation and informing the relevant departments   
  • Monitor telephone calls and mail in accordance with PSI 49/2011  
  • To collate reports for the Inter-departmental Risk Management Meeting and High Risk pre-release board. Ensure accurate minutes are recorded as disseminated to relevant departments  



  • On a rota basis to print out PNC's as required 
  • To ensure files are prioritised correctly when received and processed in accordance with the prison service instructions  


  • Ensure effective communication with other establishments when their prisoners are required to attend court; as per protocol  


  • To ensure functional mailboxes are monitored throughout the day  


  • Send a list to Geo Amey of all prisoners who require transport for court the following day 


  • Create a diary entry for those on the list in the establishment and ensure their records are forwarded to the reception department 


  • For those prisoners who are discharged to court appearances or police productions you will need to ensure that the core record and warrant is made available for transport to the court with the prisoner 


  • To process court releases in a timely manner ensuring that all necessary paperwork has been received  


  • To book video links for courts as required 


Home Detention Curfew

  • To undertake the duties required as a HDC Clerk to undertake the duties required as a HDC Clerk as indicated in the HDC Policy Framework. Not to worry if it can't be amended
  • Identify at the earliest opportunity those offenders that are eligible for HDC and process in accordance with the required timeframes 
  • To record and maintain all figures associated with HDC  




  • Excellent administration skills / experience of working in busy office environment 
  • Excellent communication skills both written and oral 
  • High level skills with Microsoft Word and Excel 
  • GCSE passes in English and Mathematics 
  • Sentence Calculation Level 1 (After Training and to Remain Competent) 



  • An understanding of Offender Management Unit work  
  • Previous experience of working with Offenders 


What we offer


Pension upto - 6%
Employee Assistance Programme
Chance to contribute to innovation in the public services
A company passionate about diversity and inclusion
Serco Benefits package
A safe and supportive culture
A company passionate about diversity and inclusion




About Serco
At Serco, not only is the nature of the work we do important, everyone has an important role to play, from caring for vulnerable people to managing complex public services.  We are a team of 50,000 people responsible for delivering essential public services around the world in areas including defence, transport, justice, immigration, healthcare and citizen services. We are innovators, committed to redesigning and improving public services for the benefit of everyone.

By joining Serco you will have unlimited access to our Global Employee Networks - SercoInspire (Gender), SercoEmbrace (Multicultural), SercoUnlimited (Disability) and In@Serco (LGBT & Networks). Serco Employee Networks, led by colleagues who are passionate about diversity, inclusion and belonging. 

Please click on the apply button to complete your application. Occasionally we receive a large volume of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment. 

At Serco, we see people first and foremost for their performance and potential. We are committed to building a diverse and inclusive organisation that supports the needs of all. As such we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool. We are open to discussions around flexibility and flexible working. We operate a hybrid work structure in many of our business areas. We are proudly Disability Confident Leader employers and holder of the Gold Inclusive Employer Standard. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.  For help with your application please contact 0345 010 4000.

At Serco we support fair access to employment for those with unspent criminal convictions through the 'Ban the Box' pledge (some may be exempt due to the nature of the role and the security clearance required). Please contact our recruitment team directly on 0345 010 4000 to discuss.

Register & Apply Now Login & Apply
Contract Type
Expiry Date
31/07/2024 01:13:00
Shortlist Email me jobs like this  Back to listing