Will the successful applicant have line manager responsibilities? No
Overview of the job
This is an administrative support job in an establishment.
Summary
The job holder will provide administrative support to ensure the safe and secure keeping of prisoners' files, past and present, and to action requests in a timely manner to aid effective record keeping in line with local procedures.
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. Undertake filing on a daily basis to provide effective record keeping in line with local procedures.
2. Request and receive information/records from other establishments.
3. Store records appropriately / forward the back record or abscond record to the requesting establishment in a timely manner.
4. Send, collect and distribute faxes to appropriate staff.
5. Deliver and collect post where appropriate.
6. Maintain the filing system of the previous year's files so they are moved to archive and the oldest archive years files are sent for destruction in accordance with required standards (e.g. data protection).
Undertake other 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.
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.
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.
All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist.
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.
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.
Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours, and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role.
Application form stage assessments
Behaviours
* Developing Self and Others - 250 word limit
* Communicating and Influencing - 250 word limit
* Working Together - 250 word limit
* Managing a Quality Service - 250 word limit
Interview stage assessments
There is 1 interview stage for this vacancy.
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs.
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
This job is broadly open to the following groups:
* Nationals of the Republic of Ireland
* Nationals of Commonwealth countries who have the right to work in the UK
* Nationals of the EU, Switzerland, Norway, Iceland, or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
* 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 of Turkish nationals, who have accrued the right to work in the Civil Service
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