Administrative Assistant - Hybrid Support for Teams in Milton Keynes

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 onto 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

The job holder once in post will be matched to a job description; a sample list is shown below. The post is rotational so the job holder could during their career carry out the role of different job descriptions.

Additional Information:

You will need to undergo and clear pre-employment checks. This will include His Majesty's Prison and Probation Service Enhanced Level 2 vetting, and due to the security status of HMP Woodhill Counter Terrorism Check (CTC) vetting is also required. Proof that you have been a resident in the UK for the last 3 years is needed to complete the CTC vetting process. The residency requirements refer to the period immediately before an application is made, and not any other three year period, or any accumulation of time spent in the UK. If you cannot provide proof of 3 years residency, you are not eligible to apply for this role.

However if you have been out of the country for a significant period of time (usually up to one year) and maintained your UK residency you may still be considered for vetting clearance.

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.

Standard full time working hours 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.

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 Programme. There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts.

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.

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace.