Administrative Support Functions

Introduction

This topic covers the duties performed by administrative support staff in the management of sentences.

Provision of administrative support services

Administrative support services may be performed by staff:

• at the service centre
• at an area office, or
• who have been employed specifically for the particular purpose.

The size of each service group is a key factor for determining which option is used.

Probation officer backup responsibility

If administrative support functions are not available, or any of the duties described in this topic are not allocated to administrative support staff, the duties are the responsibility of the probation officer.

Duties

Administrative support staff are responsible for the following activities:

• setting up the sentence file
• checking the court order against the IOMS entry for corrections
• maintaining computer records, as directed by probation officers and the service manager on the IOMS system
• receiving transfer files, and
• (where the probation officer does not do this personally) typing the various formal documents, including:
  • affidavits
  • informations
  • prosecution briefs, and
  • applications.

Note: This is not an exhaustive list. Managers and staff are encouraged to work together to identify the most appropriate level of support that administrative staff can provide to probation officers, senior community work supervisors and other staff involved in the management of sentences/orders.

Indicative responsibilities for administrative support

The following table shows the staff and their indicative responsibilities in relation to the services that provide administrative support for sentences and orders managed by CPPS.

Guidelines for administrative support services

The following guidelines apply to the development and provision of services provided as administrative support:

• services should be effective and efficient
• services should contribute to cost-efficient use of resources
• administration staff should have an appropriate variety of skills, and
• services should be:
  • streamlined to eliminate double-work
  • standardised nationally, and
  • integrated with the activities of the service group.

Duties involved

The following duties can be performed by administrative support staff, as negotiated:

Office operations

• purchasing stores and supplies
• processing and paying wages
• typing and/or photocopying any required materials
• preparing accounts for payment, and
• answering telephones.

Note: Where service centre staff provide administrative support, CW calls must be answered by the service centre when the CWC is not attended.

Records:

• preparing statistical returns
• checking financial reports
• providing information for regional and head office inquiries
• processing documents for breach action, applications, etc., and
• maintaining the following files and records:
  • sentence files
  • IOMS records
  • office supplies
  • accounts payable vouchers
  • programme referrals, and
  • leave approvals.

Notes:

• These are not exhaustive lists. Managers and staff are encouraged to work together to identify the most appropriate level of support that administrative staff can provide to probation officers, senior community work supervisors and other staff involved in the management of sentences/orders.
• Any of these duties that the service manager and area manager decide are not to be performed by administrative support staff are to be performed instead by other CPPS staff.