About the job

Job summary

Please refer to Job Description

Job description

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 an administrative job in an establishment.

Summary    

The job holder will provide administrative support to the Security and Intelligence Department maintaining 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:

•    Collate, process and allocate intelligence- associated documentation including Security Information Report (SIRs) for investigation
•    Sending mobile phones, SIM cards and hardware discs (along with related documentation) to National Dogs Tactical Support Group (NDTSG), logging the information extracted beforehand
•    Assist the Intelligence Analyst by extracting and matching Security files with SIRs
•    Carry out back-ups for the Security Intelligence System, download data for the SIRs register to the National Intelligence Unit and perform data back-ups for the National Prisoner Information Number (PIN) Phone System
•    Collate and distribute monthly targets for searching and mandatory drug tests to all residential units
•    Undertake Violent Sex Offender Register (VISOR) administration
•    Co-ordinate translation of security related communications
•    Process on-line address searches, national police checks, data access requests and  direct surveillance applications
•    Complete proforma to inform prisoner of withheld correspondence
•    Authorise visitor entry to the establishment and inform the gate staff in liaison with relevant line manager
•    Submit requisitions for stores as necessary for the security area and staff
•    Complete escort paperwork, including route forms, Prisoner Escort Records (PERs) and  escape packs regarding security issues for court attendance
•    Acts as the vetting contact point, meeting people to check identification and verify identity documents (provided as originals), liaising with Shared Service Centre to apply for security clearance
•    Undertake Mandatory Drug Testing administration
•    Log key register/key tallies/car park passes/car registrations
•    Log security files( in and out)  and assess risk content
•    Log all security - related information including development nominals, stoppages of contact, Incident Reporting System (IRS) Input
•    Disseminate reports to relevant stakeholders
•    Monitor all mail, on both ad-hoc and intelligence- led basis
•    Monitor and log  issue of identification (ID) cards, including lost ID cards
•    Monitor and log security clearance for prisoners working in workshops
 
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 (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.

Person specification

Please refer to Job Description

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.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Strengths.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• 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) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.