About the job

Job summary

Please refer to Job Description

Job description

Factor Examples

Please provide job-specific examples to support the factors below (please refer to guidance for completion):

Factor/Examples                                                   
Skills & Knowledge                              

Proficient user of IT including prisoner databases appropriate to their area of work
Good knowledge of procedures, policies and standards in relation to Resettlement pathways – housing, learning skills & employment
Sound working knowledge in resettlement to ensure they are fully aware of the issues that need to be tackled

Accountability & Decision Making   

Manage all data/information in a confidential manner
Act as first point of contact for the activity hub but any significant decisions affecting the area of work will be made by Management
Determine the urgency/importance of information received/or refer to a manager e.g. may be required to identify difficult/sensitive issues promptly and pass onto relevant parties
Advise manager of discrepancies or problems arising following the analysis of monitoring data
Opening of Prisoner Bank Accounts

Problem Solving    

Investigate where incorrect/incomplete information has been received e.g. incomplete risk assessments received
Problems may be around multiple applications for particular prisoners for gym, education etc. These will need to be identified and investigation carried out into the actual needs of the prisoner
Escalate issues to line manager when processes are not being correctly followed e.g. incomplete invoices/timescales not been met

Resource Management & Financial Impact    

No budgetary responsibilities

Organising & Planning    

Co-ordinate the diaries effectively for facilitators to ensure delivery of programmes
Inform prisoners and relevant staff of their appointments with Resettlement Clinic and maintain the attendance
Plan to ensure that data is prepared in time for deadlines to be met including regime monitoring for purposeful activity
Plan activity boards ensuring all relevant departments are invited to attend

People Management    

No line management or supervisory responsibilities

Information Management    

Conduct basic analysis of data e.g. figure on the number of reviews completed
Maintain prisoner databases for work area for example recording all prisoner accreditation/s
Required to take minutes
Determine the urgency/importance of information received/or refer to a manager e.g. may be required to identify difficult/sensitive issues promptly and pass onto relevant parties
Manage all data/information in a confidential manner
Create unlock lists for daily movements involving courts, visits, healthcare appointments and prisoners movement to work
Process referrals for interventions programmes to the programme team
Collate applications and assist in allocation of prisoners to activities within the establishment
Deal with general written and telephone queries including complaints ensuring that the response times are met
Maintain auditable trails, keeping accurate and up to date financial records against workshop budgets, monies spent on materials and revenue created
Produce lists of locations and prisoners required to attend learning, skills and employment sessions
Assist with the revision or creation of new ways to communicate information to staff and prisoners
Ensures that partner agencies e.g. Education and Careers Information and Advice Service (CIAS) contractors provide data and information as required
Gather and prioritise all the filing and communications for the day for self and Head of Learning and Skills (HOLS)
Log and maintains records of training details of all current and released offenders
Minute taking at department meetings and collate monthly training returns
Prepare information, correspondence, and documentation for verification by their manager e.g. unlock lists
Maximise prisoner attendance by publicising course and updating attendance list.
Coordinate the Induction of new starters

Influencing & Interaction    

Deal mainly with own establishment, but may have to liaise with other establishments in order to resolve queries/exchange information
Liaise with internal and external stakeholders to exchange information related to prisoners financial commitments, employment and accommodation on release
Interact and liaise with internal and external stakeholders to exchange factual and relevant information e.g. housing, accommodation, Jobcentre Plus
Take queries over the telephone from other departments, organisations establishments and respond to queries or pass on messages to HOLS

Emotional Demand & Risk    

Prisoners may ask the job holder questions relating to their course
May have prisoner contact due to work area

Overview of the job    

This is an administrative job in an establishment.

Summary    

The job holder will provide administrative support for the pathways and assist in reducing reoffending by prisoners through the provision of opportunities from reception to release.

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:

•    Help prepare prisoners to take up Release on Temporary Licence work placements and prison leavers take up employment on release. This will include through delivering the Prisoner Banking Programme and ID programme; and supporting colleagues to match job vacancies with potential candidates. Duties will involve:

o    Assessing the need of prisoners who require ID and/or a basic bank account and keeping records as per approved templates.
o    Supporting prisoners with applications via the Prisoner Banking Programme and ID programme. This includes following the relevant procedures, managing enquiries, and acting as the Single Point Of Contact for applicants and programme partners.
o    Using approved templates to maintain financial records as necessary, collect relevant management information and report on these as required.
o    Supporting Prison Employment Leads in their capacity to identify and match candidates to job opportunities.

•    Undertake a share of the transactional activity associated with the Activity Hub. This includes processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission by the Hub Manager

o    Pathways
o    Student applications
o    Resettlement pathway contracts
o    Procurement of Goods for unit
o    Regime Monitoring
o    Activity Board
o    Management Information Systems
o    Industries/Manufacturing
o    Education Provision
o    Activity/Labour Allocation
o    Library activities

•    Prisoner Pay Promote the work of the Unit and provide opportunities for prisoners by helping to arrange and contributing towards:

o    Job club
o    Exit interviews
o    Housing Clinics
o    Induction Assessments

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.