Business Administration (Ref:6262)

This position is based at HMYOI GUYS MARSH SHAFTSBURY, SP7 0AH.

Job Summary

This is an administrative job within an establishment. All staff have a responsibility to safeguard and promote the welfare of children. The post holder must undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

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

• Update Notice to Prisoners, Staff information Notice and Governors/Operational Order folders, making sure that a copy of the most recent documents are displayed on notice boards and remove when time expired.
• Update the Cell Sharing Risk Assessment (CSRA) database and pass updated risk assessments to the wing manager.
• Co-ordinate diaries / meetings for residential units and Head of Function.
• Collate and update Personal Officer List on a weekly basis.
• Act as a point of reference for the complaints process, log, allocate and distribute for responses on a daily basis and send reminders where necessary, to ensure deadlines are met.
• 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:

• 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.

Person specification

Please Refer To Job Description.

Behaviours

We will assess you against these behaviours during the selection process:

• Communicating and Influencing
• Managing a Quality Service
• Delivering at Pace

Alongside your salary of £27,040, HM Prison & Probation Service contributes £7,833 towards you being a member of the Civil Service Defined Benefit Pension scheme.

Access to learning and development, a working environment that supports a range of flexible working options to enhance your work life balance, a working culture which encourages inclusion and diversity, a Civil Service pension with an employer contribution of 28.97%, annual leave, public holidays, season ticket advance.

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Selection process details

This vacancy is using Success Profiles and will assess your Behaviours and Strengths.

Feedback will only be provided if you attend an interview or assessment.

Security

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 The Following Groups:

• UK nationals
• 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

Further information on nationality requirements

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. The Civil Service embraces diversity and promotes equal opportunities.

This vacancy is part of the Great Place to Work for Veterans initiative. The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction.

Contact point for applicants:

Job Contact:

Name: SSCL Recruitment Enquiries Team

Email: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Telephone: 0345 241 5358

Recruitment team Email: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Further information:

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL in the first instance.