Administrative Specialist: Records & Communications in Norwich

Overview

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.

Characteristics

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

Job Descriptions Relating to this Group Profile

• Business Administrator: Activity Hub
• Business Administrator: Business Hub
• Business Administrator: Employment
• Business Administrator: Equality
• Business Administrator: Mobilisation, Transition and Transformation (MTT) Administration Support
• Business Administrator: Resettlement Worker
• Business Administrator: Healthcare
• Business Administrator: Management Coordinator
• Business Administrator: New Colleagues Lead Administrator
• Business Administrator: Observation, Categorisation and Allocation (OCA)
• Business Administrator: Offender Management Hub
• Business Administrator: People Hub
• Business Administrator: Prison Digital Services Administrator
• Business Administrator: Programmes
• Business Administrator: Psychology
• Business Administrator: Regional Admin Support - Wales
• Business Administrator: Regional Admin Support - North East
• Business Administrator: Chaplaincy
• Business Administrator: Safe Decent and Secure
• Business Administrator: Safer Custody
• Business Administrator: Security Intelligence Collator
• Business Administrator: Social and Palliative Care
• Business Administrator: Substance Misuse and Drug Strategy
• Business Administrator: VCC Administrator
• Business Administrator: ID & Banking

Essential Skills / Qualifications / Accreditation / Registration

Job holders must complete specific training in their specialism once they take up post.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Working Arrangements & Further Information

The Mo J 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 Mo J sites and/or from home (the role can only be worked in the UK).

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.

For nationally advertised roles, the successful candidate(s) will be appointed to an Mo J office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office.

Standard full time working hours are 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.

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 approval of the selected candidate's Business Unit.

The holiday year runs from 1 March.

Leave entitlement may be expressed in hours or days and will be calculated on a pro rated basis.

Bank, public and privilege holidays: 9 days (66 hours 36 minutes) added to annual leave allowance.

Some public and bank holidays may be required to work subject to shift pattern and operational needs.

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

HMPPS encourages alternative working arrangements.

Work life balance provides greater opportunity for staff to work more flexibly wherever managers and establishments can accommodate requests.

After two months' service, you'll be eligible to apply for a season ticket advance to purchase a quarterly or longer period season ticket for travel between home and your place of work.

Training

HMPPS offers a range of training and development opportunities, including equality and diversity, dealing with challenging behaviour, suicide prevention and anti bullying programmes.

Promotion programmes and training appropriate to individual posts are also available.

All staff receive security and diversity training and an individual induction programme into their new roles.

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 if they have not already served a probationary period within HMPPS.

Equal Opportunities

As a Disability Confident employer, Mo J is committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities.

Adjustments are available during the recruitment process.

Availability of an interview for disabled candidates who meet the minimum selection criteria is provided, except in a limited number of campaigns.

Where a candidate needs additional help completing the application form, contact the TBS Recruitment Enquiries Team.

Helps for Veterans

The "Making the Civil Service a Great Place to Work for veterans" initiative includes a guaranteed interview scheme for eligible former members of the Armed Forces.

Civil Service Nationality Rules

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)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre settled status under the EUSS
• individuals with limited leave to remain or indefinite leave to remain 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

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Interview Stage Assessments

Interview Dates: Interviews to be held W/c 27/06/2026 (TBC).

Behaviours: Changing and Improving, Communicating and Influencing, Working Together, Managing a Quality Service, Delivering at Pace.

Strengths will be assessed but are not shared in advance.

Level of security checks required: DBS Standard.

Use of Artificial Intelligence (AI): AI can support your application, but all examples must be truthful, factually accurate, and from your own experience.