Overview
The job holder will provide administrative support to the Business Hub maintaining finance, performance and administrative systems within specified timescales for the establishment. This is a non-operational job with no line management responsibilities.
Responsibilities, activities and duties
* Undertake a share of the transactional activity associated with the Business Hub. This will include processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission by the Hub Manager: Performance; Audit and Compliance; Finance (Stock taking/Prisoner monies, valuables/Receivables/Reconciling expenditure/Accruals/Outgoing pay/Inter-unit charges/Cashier); Information Assurance; Measuring the Quality of Prison Life (MQPL); Her Majesty\'s Inspectorate of Prisons (HMIP) visits; Subject access requests; Official Correspondence; Complaints; Risk Register; Independent Monitoring Board (IMB); Action Plans; Self-audit programme; Procuring goods; Vehicle maintenance; Personal Identity Number (PIN) Phone system; Ordering of staff uniform; Bank signatory; Fixed and local assets; Accounts Receivable; Inventory; Women Royal Voluntary Services; Canteen administration (including Quarterly Review); IT administration.
* 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 the establishment
* Complete monitoring returns for area of work
* Input requisitions onto the finance database and process requisitions for defined area of work
* Coordinate 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 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. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
We will assess you against these behaviours during the selection process: Changing and Improving; Communicating and Influencing; Working Together; Managing a Quality Service; Delivering at Pace.
This vacancy uses Success Profiles and will assess your Behaviours and Strengths. Feedback will only be provided if you attend an interview or assessment.
Security and nationality
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; nationals of Commonwealth countries with the 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 EU Settlement Scheme (EUSS); and other listed eligible statuses. See the posting for full details.
Benefits and additional information
Alongside your salary of £28,122, HM Prison & Probation Service contributes £8,146 towards you being a member of the Civil Service Defined Benefit Pension scheme. Benefits include access to learning and development; flexible working options; an inclusive and diverse working environment; a Civil Service pension with employer contributions; Annual Leave; Public Holidays; Season Ticket Advance. For more information about the recruitment process and benefits, visit the Candidate Information Page.
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