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Case Coordinator

Job Title: Case Coordinator
Contract Type: Permanent
Location: Leeds
Start Date: ASAP
Reference: 1013
Job Published: February 13, 2019 11:14

Job Description

The West Yorkshire Community Rehabilitation Company (CRC) is looking to recruit a number of Case Coordinators across the West Yorkshire area.  The work is challenging and yet hugely rewarding as you contribute towards changing people’s lives, collaborate with partner organisations and promote safer communities.  Within West Yorkshire we have strong track record of excellent performance results in reducing re-offending, promoting change and innovation, and a commitment to training and development opportunities.

Our Case Coordinators work alongside Case Managers and Senior Case Manager. They play a key role in helping to monitor service users attending Probation.  They offer a comprehensive admin function and responsibilities include data inputting, performance monitoring, dealing with correspondence and telephone calls, maintaining case records, and updating and monitoring various electronic systems. You will be expected to cover reception duties from time to time.


Job Purpose

Provide a comprehensive and effective administration service across a number of Flex Teams, supporting the team to deliver an effective rehabilitation service.

Key Responsibilities

Provide administration services to support the creation of reports, typing, formatting and general case admin. using the MS Office package, specifically Excel and Word
Make up case notes ensuring all relevant information is included and administer systems to track service users’ progress
Generate required management information as appropriate, including service user progress and information linked to contract performance
Maintain accuracy of the Case management system (CMS), updating systems and records specific to different teams and functions
Undertake telephone/reception duties when necessary
Work with Case Managers (CMs), senior Case Managers (SCMs) and Professional Service Centre (PSC) to ensure all aspects of the sentence plan are organised and arranged
Maintain all admin. aspects of offender case files including breach files and terminations and administer enforcement proceedings in line with Community Rehabilitation Company (CRC) processes
Occasional engagement with service users, via telephone, where service users are attending structured interventions to remove barriers to sustained rehabilitation
Provide admin. support to the line manager; to include reporting and supporting resolution of issues that may impact on service delivery, e.g., when a Case Manager goes sick or staff are absent, rearrange appointments/work
Alert relevant colleagues should any risk be identified in relation to promoting the welfare of children and adults
Support administration to the Flex Team to deliver service according to contract, including data inputting data to support performance management
Communicate effectively with all members of the team, CRC teams and partner organisations, including the provision of essential information to actively demonstrate collaborative working within the Flex Team
Perform other duties commensurate with the post as from time to time may be determined by the line manager, or above
Operational Planning and Management

Contribute to case management administration in an enabling manner in line with rehabilitation goals to enhance consistency in delivery
Demonstrate Skills for Effective Engagement, Development and Supervision (SEEDS) in day-to-day administration
Act as an enabler for Case Managers, providing administrative support and case coordination, supporting the delivery of the Interchange Model (including the six core modules):
Interact (Assess-sentence plan-implement-review and evaluate- enforcement and referral)
Intervene (Interventions used to support change and deliver the sentence)
Integrate (Activities designed to engage offenders with their community and access its resources)
Ensure the accurate collection of case information from a range of sources and supporting local activities
Support the running of effective admin. systems for data collection and processing
Plan and prioritise own workload, to ensure self and Flex Team meet objectives, deadlines and targets
Appropriate attention to detail and ensure tasks are correctly handled and followed through
React quickly, demonstrate a flexible approach and respond appropriately to changes in plans and work schedules
Provide admin. support to the Interchange Manager to evaluate the quality of services and performance in the Flex Team
Work flexible hours within the remit of personal contracts or agreed variations, subject to exigencies of the service 
Delivery of Programmes

Provide admin. support for the delivery of accredited programmes to enhance compliance and completion
Provide admin. support for the delivery of non-accredited programmes
Finance and Commercial

 Provide admin. support to Interchange Manager to manage devolved budgets, e.g., track petty cash
Decision Making

Use professional judgement whilst exercising Case Coordinator duties
Actively seek advice and support from Senior Case Manager and line manager when necessary

Foster a positive working relationship with suppliers of interventions, and local and other community partnerships
Provide appropriate agencies with (i) relevant service user information under guidance from the Senior Case Manager and line manager (ii) arrangements for addressing non-compliance
Collaborate with others across the Flex Team and wider Service Team, including PSC, to solve problems and improve ways of working
Build an effective working relationship with the service user adopting a strengths-based approach
Equality and Diversity

Participate and engage in equality and diversity training, reflecting learning in working practices
Work to eliminate discrimination, harassment and victimisation
Ensure best practice and company policies and procedures are followed to achieve contract requirements
 Quality/Health and Safety/Environment

Be actively aware and follow the company Quality, Safety, Health and Environment (QSHE) policies, procedures and personal responsibilities, as set out in these documents
Attend all QSHE mandatory training as requested
Ensure compliance with Health and Safety (H&S) policy and procedures, taking reasonable care for own health and safety and that of others, who may reasonably expect to be affected by your action or inaction
Where relevant, use recognised incident reporting processes to escalate risks, as stated in the H&S policy and arrangements
Policies and Procedures

Be actively aware and follow all company policies, procedures and personal responsibilities as set out in these documents
Be aware and follow any legal obligations as required for the post

Person Specification


GCSEs including English and Maths (C or above) or equivalent
Ability to enforce standards and procedures
Commitment to a reflective learning approach
Microsoft Office – Word and Excel

Commitment to undertake VQ3 Diploma in Probation Practice or equivalent
Working/volunteering in the Criminal Justice System
Working with individuals with challenging behaviour
Understanding the importance of performance and quality in practice
Knowledge of the Criminal Justice System
Core Competencies (aligned with the National Occupational Standards – Justice)

Contribute to the development of a culture in which people are respected and valued as individuals
Enable individuals to identify factors which affect their safety, well-being and social inclusion
Obtain information, analysis and decision-making
Delivering Results

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