13920 - Office Co-ordinator - London Regional Office

Overview of the job

This is an administrative role in a Regional Office.

Summary

The job holder reports directly to the Operations Manager. The role is to oversee the running of the Deputy Director of Custody (DDC) Office, ensuring the efficient management of workflow and resources. The post holder will be active in managing casework and correspondence, undertaking project work and preparing information for bilats.

The job holder will be based in a Regional Office with no line management responsibilities.

Responsibilities, Activities and Duties

• Monitor establishment stability and risks, reporting any issues to Operations Manager and DDC.
• Assist with the development of the strategy/business plan for Region.
• Undertake ad-hoc projects on behalf of DDC.
• Manage the administrative processes in the DDC Office.
• Ensure office is adequately resourced to deliver the work.
• Oversee, co‑ordinate and prioritise the workflow for office team.
• Monitor progress of activities in office.
• Collate and prepare DDC bi‑lats and summarise information for DDC, ensuring any subsequent actions are carried out.
• Ensure all information and correspondence is handled and stored appropriately.
• Monitor team expenditure.
• Filter and assess correspondence sent to DDC. Draft replies to DDC’s correspondence. Intercept prisoner complaints sent to DDC under confidential access. Draft suitable responses, escalating to Governor/DDC as appropriate.
• Manage all casework on behalf of the DDC in liaison with the Assurance Advisor and Operations Manager including PPO reports, IMB reports, HMIP, Quarterly High Risk Recommendations. Collate, draft and process responses as appropriate and escalat[e] to DDC when necessary.
• Collate information from a range of sources and review prior to distribution, producing basic or detailed reports as required.
• Ensure team are provided with all information required to perform their duties.
• Manage and update relevant databases, ensuring integrity of data.
• Act as point of contact for team HR related matters.
• Manage office facilities.

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.