22497 - HMP Ranby - Support Services Administration (SSA) in Retford

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).
• Provide administrative 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.

Behaviours

• Developing Self and Others
• Communicating and Influencing
• Working Together
• Managing a Quality Service

Additional 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.

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. 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 suitably 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.

Benefits

• Annual Leave: 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. HMPPS offers flexible working subject to completion of a satisfactory probationary period.
• Season Ticket Advance: 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.
• Childcare Vouchers: For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers.
• 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 Programmes.

Eligibility: 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.

Working for the Civil Service: The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

Diversity & Inclusion: The Civil Service is committed to attract, retain and invest in talent wherever it is found.

A Great Place to Work for Veterans: The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria.

Redeployment Interview Scheme: Civil Service departments are expected to explore redeployment opportunities before making an individual redundant.

Civil Service Nationality Rules: This job is broadly open to UK nationals, nationals of the Republic of Ireland, nationals of Commonwealth countries who have the right to work in the UK, and others as specified.

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

Contact Information: If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or email moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk. Please quote the job reference 22497 HMPPS.