OFFICIAL
Job Description
Job Title
Case Manager
Department
Operations
Team
Job Grade
EO
Number of
Posts
Reports to
Team Manager (HEO)
Supervises
None
Job Purpose
To manage allocated cases ensuring all stages of the parole process
and other appropriate systems are completed within prescribed
deadlines. To proactively case manage to ensure that arrangements
are in place to support effective reviews and, within Parole Board
guidelines, provide secretariat support. Ensure reasons for parole
decisions comply with policy and case law and are sent within the
Business Plan Objective timescale. To work to ensure the Parole
Board delivers effective parole reviews and meets the objectives
and timescales as set out in the Business Plan.
Scope of
Responsibilities:
To lead and motivate the team to deliver the best possible results
and to encourage and influence individual team members’
professional and personal development.
Key Contacts
Operational Managers, Team Managers, Case Managers, Parole
Board Members and Secretariat Staff.
Internal
Key Contacts
External
Number
supervised
Operations
3
0
PPCS, Prison Service, especially Offender Management Unit and
staff within prisons, prisoners, Probation Service, legal
representatives, Psychiatric and Psychology professionals, Victims
and Victim Support Groups, Police.
Main Duties
1.
2.
3.
To efficiently manage all incoming correspondence e.g. letters and emails and
communications e.g. telephone calls ensuring they are dealt with effectively,
promptly and professionally and are within current business targets
Proactively case manage and ensure all appropriate processes are followed, within
set timescales, throughout the management of the parole review
Ensure all case management systems are effectively and accurately updated,
providing a comprehensive audit trail of actions taken during the review
4.
To ensure all papers required for the review by the members are prepared and
circulated effectively
5.
Liaise with key stakeholders to ensure that all reports are received on time,
escalating issues to PPCS if required
6.
Ensuring that all parties to the hearing are able to attend the hearing, organising
telephone and videoconference facilities to support their attendance
7.
Ensure that all work is carried out to a quality standard that minimises error and
maximises support for risk assessments which are rigorous, fair and timely
To ensure all requests for support and information received from the panel are
actioned in a timely and professional manner
8.
9.
Prepare, complete and send out parole decisions to targets as set out in the
Business Plan
10.
Ensuring all decisions to defer and adjourn a case are properly recorded on PPUD
and all relevant parties informed within specified timelines
11.
To make every effort to ensure a case is successfully concluded, taking all
necessary steps to support the continuation of the case
12.
Engaging with the Duty Member to action any urgent matters arising during the
course of a review
To escalate any concerns or issues as soon as they become apparent in order to
resolve the matter quickly and allow the case to progress
13.
14.
Liaising with the Listings Officer to ensure any changes to a review are notified as
soon as they occur.
15.
Work as part of a team, support colleagues whenever necessary, ensuring the
delivery of best value by optimum use of resources
16.
Provide cover for team managers during periods of annual leave, sickness and
other absences
17.
Carry out general duties as required by your line manager or operations manager
to ensure the smooth running of parole reviews
18.
To foster good working relationships with all our stakeholders, this may involve
attending workshops, staff engagement days and visiting prisons
Key Documents – Organisation
1.
Terms and Conditions of Employment
2.
Staff Handbook, including code of conduct, flexible hours scheme
3.
Business Plan
4.
Annual Report
5.
PPUD instructions
6.
Freedom of Information Act
7.
Data Protection Act
8.
Information Assurance policies
2
9.
Equality and Diversity Policy and Action Plan
10.
Health & Safety Plan and legislation
11.
Management Board standing orders
12.
Welsh Language Scheme
Prepared by
Tracy Ellis
Approved by
Miranda Biddle
Effective Date
April 2015
3