Overview of the job
This is an administrative job within an establishment.
Summary
The job holder will provide administrative support to residential staff and units maintaining the administration systems within specified timescales for the establishment.
This is a rotational, non-operational job with no line management responsibilities.
Responsibilities, Activities and Duties
* Update Notice to Prisoners, Staff information Notice and Governors/Operational Order folders, making sure that a copy of the most recent documents are displayed on notice boards and remove when time expired
* Update the Cell Sharing Risk Assessment (CSRA) database and pass updated risk assessments to the wing manager
* Co-ordinates diaries / meetings for residential units and Head of Function
* Collate and update Personal Officer List on a weekly basis
* Act as a point of reference for the complaints process, log, allocate and distribute for responses on a daily basis and send reminders where necessary, to ensure deadlines are met
* Ensure the Black and Minority Ethnic (BME) figures are updated and returned to the Equality Team on a weekly basis Undertake other administrative tasks including:
* Organise, produce and maintain accurate records for area of work
* Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department in establishment
* Complete monitoring returns for area of work
* Input requisitions on to the finance database and process requisitions for defined area of work
* Co-ordinate any awareness sessions for area of work
* Prepare paperwork for checking by manager, conducting initial checks as required
* Correspond with relevant stakeholders and agencies to ensure that they are aware of information so that information is adequately shared
* Maintain and check establishment databases, manual filing systems and logs of information, responding within agreed timescales and producing reports as required
* Collate information relating to relevant Service Delivery Indicators (SDIs)
* Act as secretary to meetings as required including organising agenda, taking and distributing minutes and action points
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.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Behaviours
* Changing and Improving
* Communicating and Influencing
* Working Together
* Managing a Quality Service
* Delivering at Pace
Qualifications & Requirements
Job holders must complete specific training in their specialism once they take up post.
Hours of Work: 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.
Working Arrangements and Flexible Working
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. 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.
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.
Eligibility (Nationality)
This job is broadly open to the following groups:
* 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 European Union Settlement Scheme (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
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