SSA: Records Administrator - Full Time in Wotton-under-Edge

Allstaff have a responsibility to safeguard and promote the welfare of children. The post holder must undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

Overview of the job: This is an administrative support job in an establishment. 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 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: 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.

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.

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 Programmes.

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 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.

The 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 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).