Responsibilities

Administration officer responsibilities

Item

Responsibility

Receive all orders and licences.

Confirm offender details are entered in IOMS.

Make up an offender file ensuring all relevant documents have been collated, merging file with any previous files (including closed files).

Place blank copies of these forms inside the front cover of the file:

Assessment Criteria (OWS2)
Offender Warning Assessment Form (OWS3).

Note whether the offender has any other current sentences/orders.

Pass ALL files to the service manager for assessment and allocation.

Receive the file back from the service manager.

If...	then
the offender has been assessed for inclusion on the OWR	place this file in an ORANGE coloured folder.
	ensure the words “OFFENDER WARNING” are noted on the file cover.

Forward the file to the allocated probation officer.

Service manager responsibilities

Item

Responsibilities

Receive all files for new offenders from the administration officer.

Confirm all relevant documentation is enclosed.

Re-confirm offender is entered into IOMS.

Complete the Offender Warning Assessment Form (Form OWS3).

Decide whether the offender is to be placed on the OWR.

If the offender is to be placed on the register the Service Manager completes 'Special Instructions', if any, in the space provided on the Guidelines document (Form OWS4).

If...	then
the offender is being placed on the register	create a new record in the IOMS OWR write any instructions to the probation officer in the ‘Special Instructions’ field of the OWR. copy the special instructions onto the guidelines document (OWS4).
the offender is *not* being placed on the register	go to step 7.

Allocate the file to a suitable probation officer.

Return the file to the administration officer.

For those offenders placed on the OWR:

check both the file and IOMS regularly (in accordance with operations manual instructions).
record the date and result of each check in the IOMS OWR case notes for each offender.

Allocating a replacement service manager

The service manager is responsible for ensuring that a named replacement is made responsible and trained to carry out all the tasks associated with the system, when they are unavailable or on leave.

Probation officer responsibilities

Throughout the management of a sentence/order probation officers will:

manager the offender’s sentence/order in accordance with OWS rules and operations manual instructions
conduct weekly re-assessments of existing OWS offenders to confirm their continued inclusion in the OWR
during report-ins, monitor and observe all offenders for signs that they require inclusion in the OWR in IOMS
where an offender not on the register qualifies for inclusion, the probation officer promptly reports the facts to the service manager for action.

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