HMP Winchester - Business Administrator Management Coordinator

Overview: This is an administrative job in an establishment.

Summary: The job holder will provide administrative support to the Governor and other senior staff, managing their appointments and keeping them informed of day‑to‑day issues as and when they arise. This is a rotational, non‑operational job with no line management responsibilities.

Responsibilities, Activities and Duties:

• Responds to and/or distributes correspondence relating to the Governor including internal and external documents.
• Co‑ordinate the Governor and Deputy Governor’s diary, including appointments for staff, managers, internal/external stakeholders and members of the public.
• Receive telephone calls on behalf of the Governor, ensuring any messages and requests for information are actioned.
• Manage Governor/Deputy Governor’s emails; highlighting priority work to be actioned and responding to general enquiries.
• Co‑ordinates the weekly movements sheet for the Senior Management Team.
• Maintain a log of all investigations and disciplinary hearings (fast track or full disciplinary), call witnesses and type transcripts of hearings.
• Transcribe and publish staff information notices and notices to prisoners and Governors / Operational Orders.
• Book accommodation and travel, as required for Governor, and other senior managers.
• Send out global emails as and when required to all staff and act as the intranet publisher for the establishment.
• Undertake other administrative tasks including:
• 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 the establishment.
• Complete monitoring returns for area of work.
• Input requisitions onto the finance database and process requisitions for the 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 it 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 and distributing minutes and action points.

The duties and responsibilities listed above describe the post as it is at present and are 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:

• Changing and Improving
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace

Hours of Work: 37 hour working week.

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 are 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.

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 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 and NVQ.

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. There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts. 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 are subject to probation if they have not already served a probationary period within HMPPS.

Recruitment and EEO: We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

As a Disability Confident employer, MoJ is 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.

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, 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: 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).

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.

Use of Artificial Intelligence (AI): Artificial Intelligence can be a useful tool to support your application; however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience.