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For Companies At a Glance
- Tasks: Provide essential administrative support and maintain prisoner records efficiently.
- Company: Join HMP Swansea, a key establishment focused on safety and rehabilitation.
- Benefits: Enjoy a stable work environment with opportunities for personal growth.
- Why this job: Make a difference in the justice system while developing valuable skills.
- Qualifications: No specific qualifications required; just a willingness to learn and contribute.
- Other info: This is a non-operational role with no line management responsibilities.
The predicted salary is between 24000 - 36000 £ per year.
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:
• Undertake filing on a daily basis to provide effective record keeping in line with local procedures
• Request and receive information/records from other establishments
• Store records appropriately / forward the back record or abscond record to the requesting establishment in a timely manner
• Send, collect and distribute faxes to appropriate staff
• Deliver and collect post where appropriate
• 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 :
• Provide administrational assistance in area of work
• Maintain accurate filing system for area of work
• 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 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
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8037 - HMP Swansea Administrative Support employer: Ministry of Justice
Contact Detail:
Ministry of Justice Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land 8037 - HMP Swansea Administrative Support
✨Tip Number 1
Familiarise yourself with the specific administrative procedures and regulations related to record keeping in a prison environment. Understanding these protocols will not only help you during the interview but also demonstrate your commitment to maintaining security and compliance.
✨Tip Number 2
Highlight any previous experience you have in administrative roles, especially those involving sensitive information or data protection. Be ready to discuss how you managed records and ensured confidentiality in past positions.
✨Tip Number 3
Prepare to showcase your organisational skills by discussing specific examples of how you've maintained filing systems or handled large volumes of paperwork efficiently. This will illustrate your ability to manage the responsibilities outlined in the job description.
✨Tip Number 4
Research HMP Swansea and its operational context. Being knowledgeable about the establishment can help you tailor your responses during the interview and show that you're genuinely interested in contributing to their administrative team.
We think you need these skills to ace 8037 - HMP Swansea Administrative Support
Some tips for your application 🫡
Understand the Role: Read the job description carefully to understand the specific responsibilities and skills required for the Administrative Support position at HMP Swansea. Tailor your application to highlight relevant experience.
Highlight Relevant Experience: In your CV and cover letter, emphasise any previous administrative roles or tasks that demonstrate your ability to manage records, maintain filing systems, and handle sensitive information in a secure manner.
Use Clear and Concise Language: When writing your application, use clear and concise language. Avoid jargon and ensure your points are easy to understand, as this reflects your communication skills which are vital for the role.
Proofread Your Application: Before submitting your application, proofread it for any spelling or grammatical errors. A well-presented application shows attention to detail, which is crucial for an administrative support role.
How to prepare for a job interview at Ministry of Justice
✨Understand the Role
Make sure you have a clear understanding of the responsibilities and duties outlined in the job description. Familiarise yourself with the importance of maintaining accurate records and how this contributes to the overall safety and security of the establishment.
✨Showcase Your Organisational Skills
Since the role involves filing and maintaining records, be prepared to discuss your organisational skills. Provide examples from previous experiences where you successfully managed files or data, highlighting your attention to detail and ability to follow procedures.
✨Prepare for Scenario Questions
Expect questions that may present hypothetical scenarios related to administrative tasks. Think about how you would handle requests for information or manage a filing system under pressure. This will demonstrate your problem-solving abilities and adaptability.
✨Ask Insightful Questions
At the end of the interview, take the opportunity to ask questions about the team dynamics, the filing systems used, or how success is measured in this role. This shows your genuine interest in the position and helps you assess if it's the right fit for you.
