Overview of the job
This is an administrative job in an establishment.
Summary
The job holder will provide administrative support within the Business Hub including switchboard duties, post distribution, filing, photocopying and typing (if qualified typist).
Responsibilities, Activities and Duties
* Operate the switchboard appropriately by identifying the caller’s needs and ensuring all messages are communicated to the appropriate parties.
* Receive, open, distribute and monitor all prisoner mail on a daily basis in line with local and national policies and keep it securely at all times.
* Receive and distribute all incoming staff mail in a timely manner and coordinate the sending out of prisoner and staff mail.
* Send, collect and distribute faxes to appropriate staff.
* Forward any mail on to establishments for prisoners who have transferred.
* Make sure investigation and hearing tapes are transcribed accurately (if qualified typist).
* Provide copy typing provision when required (if qualified typist).
* Keep securely copies of all documentation, either in hard copy or electronic form.
* Process Chaplaincy paperwork including prisoner applications and arranging visits.
* Act as contact point for communications, prioritise and distribute to the appropriate person or relevant department in the establishment.
* Undertake administrative tasks including providing assistance, maintaining an accurate filing system, and responding to queries within the area of work.
The duties described cover 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
Hours of Work (Unsocial Hours) Allowances
37 hour working week.
Benefits
Bank, Public and Privilege Holidays: You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment.
Pension: The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
Season Ticket Advance: After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer‑period season ticket for travel between home and your place of work.
Training: HMPPS is committed to staff development and offers a range of training and development opportunities, including Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti‑Bullying programmes. All staff receive security and diversity training and an individual induction programme into their new roles.
Disability Confident Employer
We are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.
Civil Service Nationality Rules
* UK nationals
* Nationals of the Republic of Ireland
* Nationals of Commonwealth countries who have the right to work in the UK
* Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre‑settled status under the European Union Settlement Scheme (EUSS)
* Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre‑settled status under the EUSS
* Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
* Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Interview Stage Assessments
Interview Dates: Expected Mid June.
Behaviours assessed include:
* Communicating and Influencing
* Developing Self and Others
* Working Together
* Managing a Quality Service
Strengths will also be assessed but are not shared in advance. For information on Strengths, see the relevant guidance.
Level of security checks required: DBS Standard.
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