Juvenile Justice Staffing Specifications

Juvenile Justice Staffing Specifications Resourcing Safe & Rehabilitive Centres

PROPOSAL ONLY

Introduction

Juvenile Justice NSW (JJNSW) delivers complex and valuable services to young people in the community and custody. It is crucial that our service delivery is of a high quality and focuses on the rehabilitation of young people, in addition to maintaining the safe and secure operation of centres.

As a division, we must embrace a positive culture founded in respect for human rights and uphold the best interests of our young people, staff and communities. We must also commit to continuously improving our practice and sustaining the quality of our services through the day-to-day challenges of our work.

These centre staffing specifications aim to oversee that we implement contemporary best practice, respond to emerging trends and risks and have the resources needed to support the rehabilitation of young people within the custodial operations of our division.

Vision of Staffing Specifications Juvenile Justice Centres that promote rehabilitation, effectively manage behaviour of young people that are safe and secure.

Goals of Staffing Specifications Safe and secure Juvenile Justice centres

Quality rehabilitative practice

Collaborative and transparent services

Consistent functions and practice

Responsiveness to emerging trends

Robust operational governance

and needs of young people

1.

Juvenile Justice Centre Staffing Model The management team consists of the Centre Manager, Assistant Managers, Unit Managers and the BSC Coordinator. These roles are responsible for the overall function of the JJC and provide leadership and direction to all staff. The management team is accountable for the allocation of resources and quality service delivery to young people.

NOTE: While Unit Managers and the Business Support Team Coordinator are part of the Centre Management Team, throughout this document these roles are presented with the relevant team.

Business Support Team The Business Support Team (BST) will coordinate and oversee services that do not involve direct work with young people.

T&A rostering, budget support, WH&S auditing, contractor management, maintenance, food services and other tasks fit within this arm of the JJC. With a well-resourced BST, other roles within the JJC will be able to maintain a focus on core business, including direct services delivered to young people.

Each BST will be staffed by a Coordinator (clerk grade 7/8) with T&A and administrative roles allocated based on the size of the centre.

Operations Hub

The Operations Hub will oversee and facilitate all operations of a JJC that do not fit with the accommodation unit. This includes programs, AVL, movements, unit support, admissions etc.

A Unit Manager is allocated to the Operations Hub along with Shift Coordinators and a set number of Youth Workers based on the specific need of each JJC. Staff can be deployed from the Operations Hub to complete specific tasks (i.e. a movement) before returning to the hub for their next task to be allocated (i.e. AVL).

2.

Accommodation Units The accommodation unit is responsible for the day-to-day care and supervision of young people in custody. This area oversees all daily routines and management of individual detainees.

Each accommodation unit is staffed 24/7 and is made up of a Unit Manager and 10.5 Youth Workers (3:3:1 model).

One psychologist and one caseworker is allocated to each JJC per accommodation unit.

Roles in each team

Centre Manager

Business Support Coordinator

Assistant Manager

Business Support Team •

Admin Officer(s)

•

Admin Assistant(s)

•

Time & Attendance Officer

•

Maintenance

•

Cooks

•

Kitchen Support

Operations Hub • • •

Accommodation Unit

Unit Manager Shift Coordinators Youth Workers

• • • •

Unit Manager Youth Workers (10.5) JJ Caseworker Psychologist

Officers

Accommodation Units added with consistent staffing allocation:

Additional

• • • •

3.

Unit Manager Youth Workers JJ Caseworker Psychologist

Accommodation Unit • • • •

Unit Manager Youth Workers (10.5) JJ Caseworker Psychologist

All Operational Roles

Centre Manager

Assistant Manager

Unit Manager

Psychologist

Shift Coordinators

•

Provide a positive role model for young people in custody.

•

Contribute to the overall rehabilitative nature of the centre.

•

Work as part of a team to create a safe and secure environment where young people are supported to lead productive, offencefree lives.

•

Actively seek information on young people relating to life circumstances and needs to better inform strategies and tools to manage behaviour and assist young people to enhance their life chances.

Communicate relevant information relating to young people to staff to ensure informed and effective management decisions are made at all times.

•

Promote the rights and welfare of young people in custody, ensuring that individual needs are met and services are individually tailored.

•

Caseworker

Youth Worker

•

Address individual causes of offending with young people through evidence based practice and programs.

•

Promote the rehabilitation of young people in custody through the use of Core Effective Practice Skills in all interactions with young people (Role clarification, relationship skills, pro social modelling and reinforcement, problem solving).

NOTE – The points under each role in these centre staffing specifications compliment key JJNSW documents including role descriptions, routines, operational policies and procedures and the Justice code of ethics and conduct. This is a high level document intended to work in conjunction the above documents, along with NSW legislative requirements or broader UN conventions.

4.

Management Team

Centre Manager

Assistant Manager

•

Lead and manage all centre operations to achieve rehabilitative outcomes and effectively manage the behaviour of young people in custody.

•

Provide direction and oversight to all centre staffing and functions to promote successful reintegration of young people into their communities.

•

Lead, coach, develop and provide line management to the Assistant Managers and Business Support Coordinator.

•

Develop and implement systems that manage the safety and security of the centre.

•

Build and foster positive working relationships with key internal and external stakeholders that contribute to the rehabilitative environment of the centre and positive outcomes for young people.

•

Ensure all centre operations comply with relevant legislation, regulations and delegations.

•

Work as part of the centre management team, coordinating with the Centre Manager, Unit Managers and Business Support Team Coordinator to provide quality rehabilitative services to young people in custody.

•

Drive the quality of services delivered to all young people in custody, including overseeing case management, programs and intervention, individual risk management and staff resource allocation.

•

Lead, coach, develop and provide line management to the Unit Managers, JJ Caseworkers and Psychologists.

•

Implement systems and processes that maintain the safety and security of the centre.

•

Oversee the day-to-day operations of the centre.

Staff Allocations in Management Team Number of Units in Centres

Centre Managers

Assistant Managers

2

1

2

3

1

2

4

1

3

5

1

4

6

1

4

7

1

4

5.

Business Support Team

Administration Officer •

•

•

Work as part of the Business Support Team by leading administrative tasks and functions that support the overall operation of the centre.

Develop and implement systems and processes that support the administrative functions of the centre.

Lead administrative centre functions including first point of contact, reporting, purchasing, inventory management, scheduling and motor vehicle management.

Business Support Coordinator

Administration Assistant •

•

•

Work as part of the Business Support Team by leading administrative tasks and functions that support the overall operation of the centre.

Develop and implement systems and processes that support the administrative functions of the centre.

Lead administrative centre functions including first point of contact, reporting, purchasing, inventory management, scheduling and motor vehicle management.

Time & Attendance Officer •

Provide holistic management of centre rostering and staff shifts to promote the smooth day-today operation of the centre.

•

Oversee all Time & Attendance functions within the centre including, rostering, leave and payroll processing.

•

Provide advice to the Business Support Coordinator and centre management team on trends and issues identified with Time and Attendance.

•

Maintain all time, attendance and leave records.

•

Monitor, maintain and report on the centre staffing establishment.

•

Lead and manage all centre operations to achieve rehabilitative outcomes and effectively manage the behaviour of young people in custody.

•

Provide direction and oversight to all centre staffing and functions to promote successful reintegration of young people into their communities.

•

Lead, coach, develop and provide line management to the Assistant Managers and Business Support Coordinator.

•

Develop and implement systems that manage the safety and security of the centre.

•

Build and foster positive working relationships with key internal and external stakeholders that contribute to the rehabilitative environment of the centre and positive outcomes for young people.

•

Ensure all centre operations comply with relevant legislation, regulations and delegations.

6.

Business Support Team

•

•

Maintenance

Kitchen Support Officer

Cook Manage the overall provision of food services that promote the health and wellbeing of young people in custody.

Complete and oversee all kitchen functions including meal preparation, food ordering, food safety, record keeping and cleanliness.

•

Support the Cook in providing food services that promote the health and wellbeing of young people in custody.

•

Assist in all kitchen functions including meal preparation, food ordering, food safety, record keeping and cleanliness.

•

Support the safety, security and ongoing smooth operations of the centre through the provision of overall maintenance services.

•

Complete and oversee a broad range of direct maintenance activities along with related supplementary tasks such as risk assessments and record keeping.

Business Support Team Staffing Allocations Number of Units in Centres

Business Support Coordinator

Admin Officer (Grade 3/4)

Admin Assistant (Grade 1/2)

Time & Attendance Officer (Level 4)

Cook

Kitchen Support Officer

Maintenance

2

1.0

0.0

2.0

0.5

1.5

1.0

2.0

3

1.0

0.0

2.0

0.5

1.5

1.5

2.0

4

1.0

1.0

2.0

1.0

1.5

1.5

2.0

5

1.0

1.0

2.0

1.0

3.0

3.0

2.0

6

1.0

1.0

2.0

1.0

3.0

3.0

2.0

7

1.0

1.0

2.0

1.0

3.0

3.0

2.0

7.

Operations Hub & Admissions

Unit Manager

•

Provide strategic leadership and management to the Operations Hub and Admissions functions, staffing, purpose and direction.

•

Work as part of the centre management team, liaising with the Centre Manager, Assistant Managers and Business Support Team Coordinator to provide quality rehabilitative services to young people in custody.

•

Drive the quality of services delivered to all young people through Operations Hub and Admissions functions.

•

Lead, coach, develop and provide line management to Youth Workers.

•

Strategically plan and oversee the allocation of Operations Hub and Admissions staff to efficiently support the smooth operations of the centre.

•

Lead the frontline services delivered to young people in custody on a day-to-day basis.

•

Provide day-to-day management and leadership of the Operations Hub and Admissions functions and staffing.

•

Allocate Operations Hub and Admissions staff on a task-by-task basis to efficiently support the smooth operations of the centre for the duration of the shift.

•

Problem solve issues that arise during the shift and escalate when needed.

•

Lead the direct, face-to-face service delivery to young people in custody as part of the overall custodial staffing team.

•

Support young people to build upon their strengths and enhance their skills.

•

Contribute to the function of the Operations Hub and Admissions through completion of tasks allocated by the Shift Coordinator and Unit Manager.

Shift Coordinator

Youth Workers

8.

Operations Hub & Admissions Staff in the Operations Hub can be allocated shift times in a way that best meets the needs of the centre. As such, the number of posts to be covered each day is shown as a total number instead of an AM:PM:NIGHT breakdown. For example, if an Operations Hub allocation of youth workers was previously shown as 2:2:1 this could be better described as simply 5 posts per day.

If a centre is allocated 5 posts per day, the CM can determine how these are used based on operational requirements.

For example: Post 1 Post 2 Post 3 Post 4 Post 5

– – – – –

6am 9am 11am 11am 2pm

– – – – –

2pm 5pm 7pm 7pm 10pm

Operations Hub youth workers may not be allocated to a single task for the entirety of their shift. For example, a youth worker may move from assisting with supervision of a young person on a DRMP to completing a movement or overseeing a program. The deployment of these staff to complete tasks should be responsive to dynamic needs of the centre and is overseen on shift by the Shift Coordinator and led overall by the Unit Manager allocated to the Operations Hub. This deployment of youth workers for individual tasks as required extends to youth workers allocated to the admission area of the centre.

The number of youth workers allocated to the Operations Hub in each centre is calculated by the following: • • •

Base allocation of 2 posts per day An additional 2 posts per day per accommodation unit Minimum allocation of 7 posts per day in the Operations Hub (10.5 FTE)

Note – additional Youth Workers may be allocated to the Operations Hub to assist in the management and supervision of A1 young people. This additional staffing allocation is not covered in this Centre Staffing Specification.

Staff Allocations in Operations Hub Centre Structures

Operations Hub UM

Base plus 2 units

1.0

5.5 FTE

2.5 FTE

10.5 FTE (7 posts/day)

7.5 FTE

Base plus 3 units

1.0

5.5 FTE

2.5 FTE

11.5 FTE (7 posts/day)

7.5 FTE

Base plus 4 units

1.0

5.5 FTE

2.5 FTE

14.5 FTE (7 posts/day)

7.5 FTE

Base plus 5 units

1.0

9.5 FTE

2.5 FTE

17.5 FTE (7 posts/day)

7.5 FTE

Base plus 6 units

1.0

9.5 FTE

2.5 FTE

21.5 FTE (7 posts/day)

7.5 FTE

1.0

9.5 FTE

2.5 FTE

24.0 FTE (7 posts/day)

7.5 FTE

Base plus 6 units

Shift Coordinator (Operations)

Shift Coordinator (Admissions)

(relieft included)

(relieft included)

9.

Youth Worker (Operations)

(plus relief)

Youth Worker (Admissions)

(plus relief)

Accommodation Units

Unit Managers

Juvenile Justice Caseworkers

•

Provide strategic leadership and management to the Accommodation Unit functions, staffing, purpose and direction.

•

Work as part of the centre management team, liaising with the Centre Manager, Assistant Managers and Business Support Team Coordinator to provide quality rehabilitative services to young people in custody.

•

Drive the quality of services delivered to all young people on the Unit.

•

Lead, coach, develop and provide line management to Youth Workers.

•

•

Work as part of a multidisciplinary team to achieve positive rehabilitative outcomes for young people in custody.

•

Drive individualised case planning and coordination of services to promote the successful reintegration of young people into their communities.

•

Deliver offence-focused intervention programs, monitor progress and maintain dynamic assessments.

•

Model and support interactions between young people and staff that are structured towards a rehabilitative focus.

Strategically plan and oversee the day-to-day function of the accommodation unit.

Youth Workers

Psychologists •

Provide specialist assessment and intervention to young people in custody.

•

Provide advice and support to all centre staff in best practice of engaging individual young people to promote the safe and smooth operation of the centre, along with rehabilitative outcomes.

•

Model and support interactions between young people and staff that are structured towards a rehabilitative focus.

•

Lead the direct, face-to-face service delivery to young people in custody as part of the overall custodial staffing team.

•

Engage young people to be active and respectful and help them to solve problems through conversation and listening.

•

Contribute to the function of the Accommodation Unit through completion of tasks allocated by the Shift Coordinator and Unit Manager.

Accomodation Unit Team Unit Manager 1.0

Youth Worker

JJ Caseworker

Psychologist

10.5 FTE

1.0 FTE

1.0 FTE

(plus relief)

10.

Relief Pool Formula How the relief formula works: Each Juvenile Justice Centre (JJC) accommodation unit is staffed on a 3:3:1 roster. That is, 3 Youth workers rostered on 6am-2pm shift, 3 Youth workers rostered on to the 2pm10pm shift and one Youth Worker rostered on for night shift.

This 3:3:1 model has 7 ‘posts’ that need to be covered each day. I.e.3 posts on morning shift, 3 posts on afternoon shift and 1 post on night shift. This roster is applied 365 days a year.

Using this, the number of posts required to be covered in each 28 day roster period can be calculated as 7 x 28 = 196 posts.

Given Youth Workers cannot work 365 days a year and instead are rostered on 19 days out of every 28 days, the number of Youth workers required to staff an accommodation unit can be calculated as 196 / 19 = 10.5.

The existing formula to calculate relief requirements for centres has been applied more broadly to include all Youth Workers and Shift Coordinators. This increases the overall number of relief roles in each centre.

This explains how each JJC accommodation unit is allocated 10.5 Youth Workers.

By counting the number of ‘posts’ to be covered each day, this formula can calculate staff requirements of any 365 day roster.

CALCULATING RELIEF REQUIREMEMTS

While 10.5 Youth Workers may technically be enough to staff an accommodation unit year-round on the 3:3:1 roster, a relief pool is required to ensure sufficient coverage during periods of leave and other absences.

The formula of 1.86 Youth Workers per post can be applied to calculate relief staff requirements based on the raw number of Youth Workers allocated to a JJC.

If Youth Workers do work 19 days out of every 28 day roster period, they can be rostered on 247.84 days per year, or 67.9% of any one ‘post’ (247.84/365 = 67.9%).

The following example demonstrates this - note this is an example for a centre with 50 FTE Youth Workers.

However, Youth Workers have 12 rostered days off and 30 annual leave days per year. Also take into consideration 10 days sick leave.

50 x 19 = 950 (number of shifts these staff can work per month) 950 / 28 = 33.93 (number of posts that need to be covered per day)

With the above considerations, a Youth Worker will likely be available to work 195.84 days per annum (247.84 – 12 – 30 – 10). This means any Youth worker is only available to work 53.7% of any one post. (195.84/365 = 53%)

33.93 x 1.86 = 63.11 (number of staff required to cover all daily posts)

Accordingly, 1.86 Youth Workers are required to fill each post within a JJC, 365 days a year. (365/195.84 = 1.86)

63.11 – 50 = 13.11 (relief pool staffing requirements)

Therefore, to staff an accommodation unit consisting of 7 posts per day (3:3:1), 13 staff are required (1.86 x 7 = 13)

Formula for this example is written like this - {[(50 x 19)/28]x1.86}-50 = 13.11 and has been applied to all Youth Worker and Shift Coordinator roles.

11.

Role Allocation Formulas Juvenile Justice Centre Staffing Number of Units in Centres

Centre Managers

Assistant Managers

Unit Managers

Shift Coordinators (includes relief)

Psychologists

Total number Juvenile of Youth Justice Workers Caseworker

2

1.0

2.0

3.0

8.0

2.0

2.0

49.0

3

1.0

2.0

4.0

8.0

3.0

3.0

64.0

4

1.0

3.0

5.0

8.0

4.0

4.0

81.0

5

1.0

4.0

6.0

12.0*

5.0

5.0

102.0

6

1.0

4.0

7.0

12.0

6.0

6.0

119.0

7

1.0

4.0

8.0

12.0

7.0

7.0

136.0

Notes:

• •

One UM allocated per accommodation unit plus one for the Operations Hub The breakdown of Youth Worker allocation is outlined on the following page

Business Support Team Staffing Number of Units in Centres

Business Support Coordinators

Admin Officer (Grade 3/4)

Admin Assistant (Grade 1/2)

Time & Attendance Officer (Level 4)

Cook

Kitchen Support Officer

Maintenance

2

1.0

0

2.0

0.5

1.5

1.0

2.0

3

1.0

0

2.0

0.5

1.5

1.5

2.0

4

1.0

1.0

2.0

1.0

1.5

1.5

2.0

5

1.0

1.0

2.0

1.0

3.0

3.0

2.0

6

1.0

1.0

2.0

1.0

3.0

3.0

2.0

7

1.0

1.0

2.0

1.0

3.0

3.0

2.0

Exceptions:

• •

Cobham JJC has an additional 3 Shift Coordinators due to high number of admissions.

Waratah pre-release unit is not allocated a JJCW

12.

Breakdown of Youth Worker Allocation Number of Units in Centres

Ops Hub Youth Workers

Admissions Youth Workers

Accommodation Combined Unit Youth number of Youth Workers Workers

Number of Relief Youth Officers required

Grand Total of Youth Workers

2

10.5

7.5

21.0

39.0

10.0

49.0

3

11.5

7.5

31.5

50.0

13.0

64.5

4

14.5

7.5

42.0

64.0

17.0

81.0

5

17.5

10.5

52.5

80.5

21.0

102.0

6

21.5

10.5

63.0

94.5

25.0

119.5

7

24.5

10.5

73.5

108.0

28.0

136.0

Notes: Each accommodation unit is allocated 10.5 Youth Workers to cover 7 posts per day on 3:3:1 roster •

The number of youth workers allocated to the Operations Hub in each centre is calculated by the following:

• • •

Base allocation of 2 posts per day An additional 2 posts per day per accommodation unit Minimum allocation of 7 posts per day in the Operations Hub (10.5 FTE)

Note – additional Youth Workers may be allocated to the Operations Hub to assist in the management and supervision of A1 young people. This additional staffing allocation is not covered in this Centre Staffing Specification.

•

An explanation of the relief pool calculation is included above.

13.