Business Administrator

Job holders within this Group Profile provide administrative support to managers and frontline staff by undertaking transactional work in a particular area. The job holder is expected to be competent in their area of work; any specific qualifications or training required will be detailed in the relevant job description. This is a non-operational role which may involve contact with prisoners depending on their area of work. This role has no line management responsibilities.

Typical tasks associated with this Group Profile include:

• 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, distributing minutes and action points

Working arrangements

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. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

Location and terms

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. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on "modernised" terms in their current post or onto "unmodernised" MoJ terms if they are on "unmodernised" terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid.

Flexible working and leave patterns

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 suitable qualified staff. The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.

Eligibility, training and benefits

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh. Leave year runs from 1 March. The holiday entitlement details, including pro-rata calculations and bank/public/privilege holidays, are provided in the full terms of service. Pension: The Civil Service offers a choice of two pension schemes. Work-life balance and flexible working arrangements are supported where feasible. Other benefits include Season Ticket Advance and Childcare Vouchers, subject to policy and eligibility.

Training and development

HMPPS is committed to staff development and offers a range of training and development opportunities, including Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti-Bullying Programmes. Opportunities to access promotion programmes and various training appropriate to individual posts are available. All staff receive security and diversity training and an induction programme into their new roles.

Eligibility and diversity statements

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. All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist.

Diversity and inclusion and veterans initiatives

The Civil Service is committed to diversity and inclusion and has initiatives for veterans and disability inclusion. For details see the Civil Service Diversity and Inclusion Strategy and related materials. A need-based disability adjustment can be requested during the recruitment process. Information on applying for a role as a candidate with a disability or long-term condition is available from the recruitment team.