Business Administrator – Management Coordinator (Ref: 89366)

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

This position is based at HM Prison Huntercombe, RG9 5SB

About the job

Job summary

Please refer to Job Description

Job description

Overview of the job 

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 

The job holder will be required to carry out the following 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 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 and distributing minutes and action points

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. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder

.

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

Person specification

Please refer to Job Description

Behaviours

We’ll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Delivering at Pace
• Changing and Improving

Benefits

Alongside your salary of £25,752, HM Prison & Probation Service contributes £6,978 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : SSCL Recruitment Enquiries Team
• Email : [email protected]
• Telephone : 0845 241 5358

Recruitment team

• Email : [email protected]

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL ([email protected]) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints

https://justicejobs.tal.net/vx/appcentre-1/brand-13/candidate/so/pm/1/pl/3/opp/89366-89366-Business-Administrator-Management-Coordinator/en-GB

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