90413 - Admin Support Services Business Hub
Number of jobs available: 1
Detail of reserve list: 12 Months
Region: West Midlands
City/Town: Lichfield
Building/Site: HMYOI SWINFEN HALL LICHFIELD, WS14 9QS
Grade: AA
Band: 2
Post Type: Permanent
Working Pattern: Full Time
Role Type: Administration / Corporate Support
Will the successful applicant have line manager responsibilities? No
Overview of the Job
This is an administrative job in an establishment.
Summary
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, Activities and Duties
The job holder will be required to carry out the following responsibilities, activities, and duties:
1. Operate the switchboard appropriately by identifying the caller’s needs ensuring all messages are communicated to the appropriate parties.
2. Receive, open, distribute and monitor all prisoner mail on a daily basis in line with local and national policies and make sure it is kept securely at all times.
3. Receive/distribute all incoming staff mail in a timely manner and coordinate the sending out of prisoner and staff mail.
4. Send, collect and distribute faxes to appropriate staff.
5. Forward any mail on to establishments for prisoners who have transferred.
6. Make sure investigation and hearing tapes are transcribed in an efficient and accurate manner (if qualified typist).
7. Provide copy typing provision when required (if qualified typist).
8. Keep securely copies of all documentation, either in hard copy or electronic form.
9. Process Chaplaincy paperwork including prisoner applications and arranging visits.
10. Act as contact point for communications, prioritise and distribute to the appropriate person or relevant department in establishment.
Undertake administrative tasks including:
1. Provide administrative assistance in area of work.
2. Maintain accurate filing system for area of work.
3. 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 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.
Behaviours
* Developing Self and Others
* Communicating and Influencing
* Working Together
* Managing a Quality Service
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 suitably 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.
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.
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