The Youth Justice Service (YJS) is a multi-disciplinary service which works with children, young people and families to address vulnerabilities, risks and factors that lead to offending behaviour. The service sits alongside the Contextual Safeguarding and Engagement Service to deliver an integrated response which supports children and young people to fulfil their potential and make positive contributions to society.

Job Purpose

To provide effective administrative, finance and information support to teams across the wider Youth Justice Service, including the Engagement Service, and to enable the efficient, accurate and comprehensive passage of information between staff and computerised systems. To use the information databases, including case management systems, efficiently and effectively and to act as local expert by supporting, training and advising staff in the use and maintenance of the system. To deliver best practice in relation to Equality, Diversity and Inclusion throughout the work.

Responsibilities

This job description is intended as a guide and is not an exhaustive list of the duties and responsibilities of this role, such duties may vary from time to time without changing the general character of the post or the level of responsibility entailed. Equality, diversity, and inclusion will be considered across the range of responsibilities.

1. To assist in the and development and administration of systems and procedures to improve the efficiency of the service, including devising and operating systems for monitoring services.

2. To process and maintain referral, service activity and service user information on appropriate systems that may be used.

3. To maintain any service filing and recording systems, including the case management system, in good order, ensuring that documents are filed accurately and in a timely fashion, including the efficient transfer and recording of paper files.

4. To undertake scanning and indexing of case notes and correspondence to the relevant information systems and to assist in assuring the accuracy of the data, and to maintain the security and back-up of local information systems.

5. To ensure compliance to all agreed procedures and standards, raise non-compliance Issues to senior management and take appropriate and timely action for their satisfactory resolution

6. To provide comprehensive administrative support, such as message taking, forms management, case file administration/storage/retrieval/destruction, and minute taking at relevant youth justice meetings.

7. To provide general office services such as post management, furniture/ equipment/stationery/office supplies administration, maintaining GDPR, assist with facilities management and site maintenance, court procedure (attending as required), and transferring information between partner services and agencies

8. To assist in the coordination of team meetings and the booking of venues for events and conferences as required.

9. To ensure that financial and administrative procedures are observed at all times, including the accurate processing of purchase orders.

10. To provide reception cover and assess the correct response to contacts with staff, clients and other members of the public when dealing with telephone queries and referrals, where advice may not be readily available and the matters may be complex and/or contentious in nature, resolving issues that arise appropriately, making referrals to practitioners and other

organisations where necessary, deal with queries that may not be straightforward, ensuring that information is passed on accurately to relevant parties in a timely fashion and to provide a professional response to escalated telephone queries.

11. To prioritise and manage own workload and tasks in response to frequently changing demands from practitioners, management and the public.

12. To be responsible for notifying the relevant officers of any information and changes to business processes relevant to the successful delivery of the service and to be responsible for updating team information on the Intranet and Internet.

13. To participate in service improvement projects as required.

14. Demonstrate in all aspects of the work, commitment to quality and customer service.

15. To attend, participate and positively represent the Youth Justice Service in internal and external meetings as appropriate.

16. To participate in training and make constructive use of supervision and performance review to enhance opportunities for personal development and in doing so to contribute to improvements in the service.

17. To develop good working relationships with all teams within the Department, other service groups and external partner agencies.

18. To establish operational protocols where appropriate with the partner agencies represented within or working in collaboration with the Youth Justice Service.

19. To undertake other duties that might be reasonably requested from time to time including being available for weekend cover arrangements and on occasion working evenings and weekends.

20. The post holder will participate in the Councils appraisal scheme, take responsibility for the implementation of own Personal Development Plan and continued professional development

in those areas relevant to their role and will ensure that the same process is undertaken to all line managed staff.

21. To work flexibly in undertaking the duties and responsibilities of this job and participate as required in multi-disciplinary cross-department and cross-organisational groups and task teams.

22. To take responsibility, relevant to the post, for ensuring that Council statutes and government legislation is upheld. This includes, amongst others; Management Compliance Charter, Environmental Policy, Data Protection Act, Race Equality Action Plan, Quality Assurance Plan, Health & Safety, Sustainable Construction and Recycling.

23. To implement the Council’s Equality, Diversity and Inclusion policies and to work actively to promote inclusion and overcome discrimination on grounds of age, disability, gender, race,religion/belief, sexuality or status in the Council’s service. To take responsibility appropriate to the post held for tackling racism and promoting good race, ethnic and community relations.