Overview
The job holder will provide administrative support within the Business Hub including switchboard duties, post distribution, filing, photocopying and typing (if qualified typist). This is a non-operational job with no line management responsibilities.
Responsibilities
* 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/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 in an efficient and accurate manner (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 establishment.
* Undertake 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 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.
Language and Communication
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Selection and Behaviours
* We will assess you against these behaviours during the selection process: Communicating and Influencing; Working Together; Managing a Quality Service.
* This vacancy is using Success Profiles and will assess your Behaviours and Strengths.
Security and Nationality
* Security: Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard checks.
* Nationality requirements: This job is broadly open to UK nationals, nationals of the Republic of Ireland, certain Commonwealth nationals, EU/EEA/Swiss nationals and their family members, with various settled or pre-settled status provisions under the EU Settlement Scheme (EUSS). Includes 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 with accrued rights. (Further information on nationality requirements is available in the original posting.)
Diversity, Inclusion and Civil Service Information
The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit on merit and value diversity and equal opportunities. We offer Disability Confident Scheme, Redeployment Interview Scheme, and related Diversity and Inclusion initiatives. The Civil Service is committed to attracting, retaining and investing in talent wherever it is found.
Benefits
* Salary: £24,527 plus an employer contribution of £7,105 towards the Civil Service Defined Benefit Pension scheme.
* Access to learning and development; flexible working options; inclusive culture.
* Civil Service pension with an employer contribution of 28.97%.
* Annual Leave, Public Holidays, Season Ticket Advance.
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