We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.
Overview of the job
This is a an administrative job within an establishment
The job holder will provide administrative support to residential staff and units maintaining the administration systems within specified timescales for the establishment.
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:Update Notice to Prisoners, Staff information Notice and Governors/Operational Order folders, making sure that a copy of the most recent documents are displayed on notice boards and remove when time expiredUpdate the Cell Sharing Risk Assessment (CSRA) database and pass updated risk assessments to the wing managerCo-ordinates diaries / meetings for residential units and Head of FunctionCollate and update Personal Officer List on a weekly basisAct as a point of reference for the complaints process, log, allocate and distribute for responses on a daily basis and send reminders where necessary, to ensure deadlines are metEnsure the Black and Minority Ethnic (BME) figures are updated and returned to the Equality Team on a weekly basis
Undertake other administrative tasks including:Organise, produce and maintain accurate records for area of workAct as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department in establishmentComplete monitoring returns for area of workInput requisitions on to the finance database and process requisitions for defined area of workCo-ordinate any awareness sessions for area of workPrepare paperwork for checking by manager, conducting initial checks as requiredCorrespond with relevant stakeholders and agencies to ensure that they are aware of information so that information is adequately sharedMaintain and check establishment databases, manual filing systems and logs of information, responding within agreed timescales and producing reports as requiredCollate information relating to relevant Service Delivery Indicators (SDI's)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 confidence through the medium of English or (where specified in Wales) Welsh.
BehavioursChanging and ImprovingCommunicating and InfluencingWorking TogetherManaging a Quality ServiceDelivering at Pace
Job holders must complete specific training in their specialism once they take up post.