Overview
The successful candidate will provide administrative support within HMPPS, working collaboratively with HMPPS and NHS staff, ensuring that staff and service users are supported through efficient processes, maintaining administration systems within specified timescales in order to promote the achievement of team and local objectives. The role involves exposure to confidential information due to the forensic and clinical nature of the service. In line with HMPSS policies and procedures, the job holder must demonstrate a commitment to equality and inclusion and adhere to policies regarding the sensitive/confidential nature of information handled.
Responsibilities, Activities & Duties
* Work dynamically and collaboratively as part of a multi-disciplinary team.
* Be responsible for setting up and maintaining accurate information on relevant approved databases.
* Ensure the effective administration of referrals into the service (including the screening process) and maintain relationships between offender management, service providers and external agencies to enhance positive outcomes and reduce reoffending.
* Prepare, maintain and collate case and other records, files and management information, in accordance with the required standards.
* Receive and distribute information and communications in an appropriate manner (e.g., telephone, paper, e-mail).
* Provide and update service user notes, collate information or transfer information to other agencies.
* Deal fairly, effectively and firmly with staff and prisoners, some of whom may be in crisis, distress or display challenging behaviour, and seek appropriate support in accordance with office procedures.
* Make practical arrangements such as appointments for keywork in line with diary management.
* Organise the availability of equipment, materials, and facilities for activities relating to the management of cases.
* Maintain appropriate systems to ensure the effective use of resources and make recommendations for improvement as necessary.
* Undertake specific administration tasks in accordance with procedures.
* Attend and provide support to meetings as required, including organising agendas, taking and distributing notes/minutes and action points.
* Ensure all activities are conducted in accordance with Health and Safety policies and procedures.
* Demonstrate pro-social modelling by reinforcing pro-social behaviour and attitudes and challenge anti-social behaviour where needed.
* To work within the aims and values of HMPPS.
* Access NHS clinical systems for sharing and recording clinical information and work in line with strict NHS confidentiality policies.
* Engage with regular clinical supervision and reflective practice.
* Undertake local HMPPS mandatory training and PERS-related training as required.
Overview (Group Profile and Availability)
Job holders within this Group Profile provide administrative support to managers and frontline staff by undertaking transactional work in a particular area. This is a non-operational role which may involve contact with prisoners depending on the area of work. The role has no line management responsibilities.
Typical Tasks (Group Profile)
* Organise, produce and maintain accurate records for the area of work.
* Act as contact point for all communications to the team; prioritise and distribute communications to the appropriate person or department.
* Complete monitoring returns for the area of work.
* Input requisitions onto the finance database and process requisitions for the defined area of work.
* Co-ordinate awareness sessions for the area of work.
* Prepare paperwork for checking by the manager and conduct initial checks as required.
* Correspond with relevant stakeholders and agencies to ensure information is adequately shared.
* Maintain and check establishment databases, manual filing systems and logs of information, respond within agreed timescales, and produce reports as required.
* Collate information relating to Service Delivery Indicators (SDIs).
* Act as secretary to meetings as required, including organising agenda, taking and distributing minutes and action points.
Requirements & Other Information
This vacancy uses Success Profiles and will assess Behaviours and Strengths. Security: Successful candidates must undergo a criminal record check. Personnel security checks are required where applicable. Nationality requirements and language proficiency details are provided in the original description.
Nationality and Language Requirements
* UK nationals
* Nationals of the Republic of Ireland
* Nationals of Commonwealth countries with right to work in the UK
* Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein (and family members with settled or pre-settled status under the EUSS) or those who have applied for settled status
* Individuals with limited leave to remain or indefinite leave to remain eligible to apply for EUSS where applicable
* Turkish nationals and certain family members with accrued right to work in the Civil Service
Benefits
* Salary £28,122 plus employer pension contribution to the Civil Service Defined Benefit Pension scheme
* Access to learning and development
* Flexible working options to support work-life balance
* Inclusive work culture
* Civil Service pension with an employer contribution of 28.97%
* Annual Leave, Public Holidays, and Season Ticket Advance
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