90209 - Business Administrator - (BA) : Safe Decent and Secure
Number of jobs available: 1
Detail of reserve list: 12 Months
Region: West Midlands
City/Town: Eccleshall
Building/Site: HMYOI DRAKE HALL ECCLESHALL, ST21 6LQ
Grade: AO
Band: 3
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 within an establishment.
Summary
The job holder will provide administrative support to residential staff and units, maintaining the administration 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:
1. Update Notice to Prisoners, Staff information Notice and Governors/Operational Order folders, ensuring that a copy of the most recent documents are displayed on notice boards and removed when time expired.
2. Update the Cell Sharing Risk Assessment (CSRA) database and pass updated risk assessments to the wing manager.
3. Co-ordinate diaries / meetings for residential units and Head of Function.
4. Collate and update Personal Officer List on a weekly basis.
5. Act as a point of reference for the complaints process, logging, allocating, and distributing responses daily, sending reminders where necessary to ensure deadlines are met.
6. Ensure the Black and Minority Ethnic (BME) figures are updated and returned to the Equality Team on a weekly basis.
Undertake other administrative tasks including:
1. Organise, produce and maintain accurate records for the area of work.
2. Act as contact point for all communications to the team, prioritising and distributing communications to the appropriate person or relevant department in the establishment.
3. Complete monitoring returns for the area of work.
4. Input requisitions onto the finance database and process requisitions for defined area of work.
5. Co-ordinate any awareness sessions for the area of work.
6. Prepare paperwork for checking by manager, conducting initial checks as required.
7. Correspond with relevant stakeholders and agencies to ensure that they are aware of information so that information is adequately shared.
8. Maintain and check establishment databases, manual filing systems and logs of information, responding within agreed timescales and producing reports as required.
9. Collate information relating to relevant Service Delivery Indicators (SDIs).
10. 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.
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
Essential Experience
Job holders must complete specific training in their specialism once they take up post.
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.
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.
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.
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.
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.
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