Overview
The job holder will provide administrative support to ensure the safe and secure keeping of prisoners' files, past and present, and to action requests in a timely manner to aid effective record keeping in line with local procedures. This is a non-operational job with no line management responsibilities.
Responsibilities, Activities and Duties
* Undertake filing on a daily basis to provide effective record keeping in line with local procedures
* Request and receive information/records from other establishments
* Store records appropriately and forward the back record or abscond record to the requesting establishment in a timely manner
* Send, collect and distribute faxes to appropriate staff
* Deliver and collect post where appropriate
* Maintain the filing system of the previous year's files so they are moved to archive and the oldest archive year’s files are sent for destruction in accordance with required standards (e.g. data protection)
* Undertake other administrative tasks including: provide administrative assistance in area of work; maintain accurate filing system for area of work; respond to queries relating to area of work, redirecting where required
The duties/responsibilities listed above describe the post as it is at present and are not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.
Behaviours
* Developing Self and Others
* Communicating and Influencing
* Working Together
* Managing a Quality Service
Additional Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and/or from home. This role can only be worked in the UK and not overseas. Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.
Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on "modernised" terms in their current post or onto "unmodernised" MoJ terms if they are on "unmodernised" terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS\' Flexible Working policy.
If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff. The Loan/Secondment is subject to the approval of the selected candidate\'s Business Unit, which should be obtained before confirmation of appointment.
Qualifications and Requirements
Level of security checks required: Enhanced Baseline Standard (EBS).
Other Information
Annual Leave: The holiday year runs from 1 March. If you work a non-standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. Bank, Public and Privilege Holidays: You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. Pension: The Civil Service offers a choice of two pension schemes. Work Life Balance: HMPPS supports flexible working arrangements that meet the role and business needs. Training: HMPPS offers training and development opportunities and induction programs. Eligibility: All candidates are subject to security and identity checks prior to taking up post; internal candidates may have different probation requirements. Working for the Civil Service: The Civil Service Code applies and recruitment is on merit. For concerns about the recruitment process, contact the relevant MoJ channels listed. Diversity & Inclusion and related initiatives are supported by MoJ.
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