Admin Officer

Job Title: Administrative Officer (Probation Services)

Location: Hereford Former Magistrates Court
Employer: Brook Street (on behalf of HM Probation Service)
Contract Type: Temporary (12 months) There may be opportunity to go permanent
Working Hours: Full-time, 37 hours per week (Monday-Friday, 9:00am-5:00pm)
Start Date: ASAP (subject to clearance) Please note Start dates are at the start of each month, if clearance is not ready prior to 5^th May - next in take would be 5^th June.
Pay Rate: £12.71 per hour (first 12 weeks) £12.95 per hour (after 12 weeks)

Role Overview

Brook Street is recruiting an Administrative Officer to support Bristol Probation Services within a busy Magistrates' Court environment. This is a fully site-based role requiring strong organisational, communication, and administrative skills.

The successful candidate will provide essential administrative and operational support, working with people on probation, victims, and partner agencies to ensure effective service delivery and positive outcomes.

Please note - The suited candidate will be required to attend NPS office in Birmingham for the first 3 days of their assignment (Expenses will be covered)

Key Responsibilities

Administrative Duties

• Set up and maintain accurate records for people on probation and victims using approved databases
• Prepare, maintain, and collate case files, records, and management information
• Manage shared mailboxes and distribute communications (email, telephone, post) appropriately
• Provide general administrative support, including prison support system updates

Court & Client Interaction

• Meet court users following hearings and arrange follow-up appointments
• Deal effectively with individuals who may be distressed, in crisis, or display challenging behaviour
• Act as a point of contact for enquiries within the unit

Reception & Communication

• Provide reception and telephone cover as required
• Ensure a professional and efficient enquiry service

Case & Partnership Support

• Support referrals and relationships between offender management, victims, interventions, and partner agencies
• Assist in managing risk and contributing to reducing reoffending

Operational Support

• Arrange appointments and practical requirements linked to sentence plans
• Carry out enforcement-related administrative tasks
• Manage petty cash, travel warrants, and financial records in line with procedures
• Organise equipment, materials, and facilities for case management activities

Systems & Compliance

• Undertake ViSOR administration tasks where required
• Maintain systems for efficient use of resources and suggest improvements
• Ensure compliance with Health & Safety policies
• Carry out safeguarding responsibilities in line with statutory requirements

Meetings & Team Support

• Organise meetings, prepare agendas, and take minutes/action points
• Provide cover across units within the Local Delivery Unit (LDU) where required

Person Specification

Essential Skills & Experience

• Good IT skills, including experience with Microsoft Office packages
• Strong organisational skills and ability to manage workload effectively
• Excellent verbal and written communication skills
• Ability to communicate confidently with a wide range of individuals, including those displaying challenging behaviour
• Ability to work on own initiative

Desirable

• Experience working with databases
• Previous customer service experience

Additional Requirements

• Ability to handle sensitive and confidential information appropriately
• Demonstrate pro-social behaviour and challenge anti-social attitudes where appropriate
• Work in line with the aims and values of HM Probation Service and HMPPS
• Confident spoken English required for all aspects of the role

Eligibility & Compliance

• All candidates are subject to security and identity checks prior to appointment
• External candidates will be subject to a 6-month probation period
• Staff must declare membership of any organisation considered racist by HMPPS

Additional Information

This job description outlines the main duties of the role but is not exhaustive. The post holder may be required to undertake additional tasks appropriate to the level of the role.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you. 

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.