About this role
### Salary
The national salary range is £29,107 - £30,648 Pro-rata, London salary range is £32,367 - £35,866 Pro-rata. Your salary will be dependent on your base location
Job description
HMPPS Band3 Part Time 0.5 FTE
The team
National Litigation Team (NLT) are looking for a Litigation Administrative Officer to join its high-performing team.
NLT is part of the Strategic Centre in Health Safety Fire & Litigation (HSF&L) , a national service operating within HMPPS, Area Executive Directorate for London.
NLT are responsible for the end-to-end management of the most complex private and public litigation claims received by HMPPS. This includes litigation claims arising from operational settings, relating to issues such as personal injury, negligence and human rights.
Litigation claims may involve serious incidents, complex operational decision making and matters relating to public, media, parliamentary or Ministerial scrutiny. As such NLT plays a critical role in protecting the interests of HMPPS and wider MoJ.
Effective litigation management requires investigation, robust analysis and judgement, and close collaboration with HMPPS & MoJ stakeholders and legal advisers.
Beyond managing litigation, NLT is increasingly focused on undertaking strategic work, responding to the causes and outcomes of litigation. Through delivery of strategic projects and problem-solving initiatives, NLT will positively impact the ligation landscape in HMPPS.
The important service provided by NLT on behalf of HMPPS and wider MoJ, is highly valued.
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.
Ability
• Have good writing, reading and general communication skills, (telephone, email etc.)
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 full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy.
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.
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 Transformative Business Services (0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [email protected] (mailto:[email protected]) );
- To Ministry of Justice Resourcing team ( [email protected] (mailto:[email protected]) );
- To the Civil Service Commission (details available here (https://civilservicecommission.independent.gov.uk/recruitment/recruitment-complaints/) )
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 TBS Recruitment Enquiries Team.
For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos .
Diversity & Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
Civil Service Nationality Rules
This job is broadly open to the following groups:
- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families (https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.uk%2Fsettled-status-eu-citizens-families&data=05%7C01%7Cchristopher.jeffery%40soprasteria.com%7C8a2293860362402c15da08dbf4cff146%7C8b87af7d86474dc78df45f69a2011bb5%7C0%7C0%7C638372946312587803%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=s%2BxUsev%2BGeeK%2FLgTUjpjfTJu%2FjpKQZ%2BQPJXNduvik3Q%3D&reserved=0)
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
- individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules
Reserve list
A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.
Contact Information
MoJ:
If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference 22962
HMPPS
If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference 22962
Please contact [email protected] if you have any questions regarding this vacancy.
Use of Artificial Intelligence (Al)
Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.