This role will cover three establishment, assisting in onboarding of new colleagues within HMYOI Brinsford, HMP Stoke Heath and HMP Swinfen Hall supporting three New colleague mentors, with administration duties.
Overview of the job
The New Colleagues Lead Administrator will be situated within the People Hub at the establishment. The post holder will function as an ally to new and pending joiners, in particular Prison Officers. They will put processes in place to provide equipment, access to Information Technology and provide general orientation, as well as providing practical support – like meeting new staff at the gate. They will also assist with the facilitation of a buddying scheme via the in-vision system.
The specific duty of the job holder is to provide support for all new recruits in the establishment.
The job holder will provide administrative support ensuring that all new staff are supported through the establishment on-boarding processes led by the People Hub Manager.
The key objective of the role is to ensure that new recruits have a supportive and smooth onboard experience into their new working environment, providing ongoing guidance and support.
A key measurement for success in the role will be a noticeable uplift in new staff retention, ensuring they feel supported and valued.
This is a rotational, non-operational role with no line management responsibilities.
Responsibilities, Activities and Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
* Obtain information about potential new staff following successful completion of the recruitment process and prior to employment procedures being completed.
* To maintain contact with the individual as a point of contact and information and helping them to prepare for their new role.
* Facilitate a local buddy scheme, working with Invision where required, to ensure all new colleagues have a buddy.
* Ensure arrangements are made to meet and welcome new colleagues on their first day and after early residential foundation training.
* Liaise and work with the People Hub and the Business Hub to ensure all relevant tasks and actions for new recruits are processed efficiently and accurately such as ensuring uniforms for operational staff have been ordered in time and are in place. Also, epaulettes, ID Cards, setting up of IT.
* Coordinate the induction and training for new recruits by liaising with any relevant teams ensuring appropriate processes are in place such as induction timetables are met and set.
* Work with new recruits and line managers regarding deployment i.e. shift patterns and any pre-booked commitments/holidays.
* Work with colleagues and managers to ensure new colleagues feel supported and valued. Co-ordinate any awareness sessions for area of work for the new colleague.
* Prioritise and distribute communications to new recruits, line managers, and any other relevant stakeholders.
* Undertake other management/administrative tasks including organising, producing and maintaining accurate records for the area of work for the Hub Manager.
* Monitor exit survey data and trends to improve the performance of the work area, escalating any concerns to the Hub Manager and senior team (where appropriate).
The duties/responsibilities listed above describe the post as it is at present and is 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
* Changing and Improving
* Communicating and Influencing
* Working Together
* Managing a Quality Service
* Delivering at Pace
Hours of Work (Unsocial Hours) Allowances
37 hour working week.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
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