Salary
£27,040 - £28,472
Number of jobs available
1
Detail of reserve list
12 Months
Region
Yorkshire and the Humber
City/Town
Brough
Building/Site
HM Prison Humber, HU15 2JZ
Grade
AO
Organisation Grade for HMPPS
Band 3
Post Type
Permanent
Working Pattern
Full Time, Part Time
Role Type
Administration / Corporate Support
Will the successful applicant have line manager responsibilities?
No
Job description
Overview of the job
This is an administrative job in an establishment.
Summary
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 rotational, non-operational job with no line management responsibilities.
Responsibilities, Activities and Duties
The job holder will be required to carry out the following 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:
1. Performance
2. Audit and Compliance
3. Finance (Stock taking/Prisoner monies, valuables/Receivables/Reconciling expenditure/Accruals/Outgoing pay/Inter-unit charges/Cashier)
4. Information Assurance
5. Measuring the Quality of Prison Life (MQPL)
6. His Majesty’s Inspectorate of Prisons (HMIP) visits
7. Subject access requests
8. Official Correspondence
9. Complaints
10. Risk Register
11. Independent Monitoring Board (IMB)
12. Action Plans
13. Self-audit programme
14. Procuring goods
15. Vehicle maintenance
16. Personal Identity Number (PIN) Phone system
17. Ordering of staff uniform
18. Bank signatory
19. Fixed and local assets
20. Accounts Receivable
21. Inventory
22. Women Royal Voluntary Services
23. Canteen administration including Quarterly Review
24. 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 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
Hours of Work (Unsocial Hours) Allowances
37 hour working week.
Working Arrangements & Further Information
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 (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. 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.
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
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. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy.
If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.
The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.
Benefits
Annual Leave
* The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.
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.
Work Life Balance
HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ.
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.
Childcare Vouchers
For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers.
Training
HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes.
* There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts.
* All staff receive security and diversity training and an individual induction programme into their new roles.
Eligibility
* All candidates are subject to security and identity checks prior to taking up post.
* All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS.
* All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order:
* To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
* To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
* To the Civil Service Commission (details available here).
As a Disability Confident employer, MoJ 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. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
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 SSCL Recruitment Enquiries Team.
For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.
Diversity & Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
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