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
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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

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. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window). 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.