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 within the Business Hub including switchboard duties, post distribution, filing, photocopying and typing (if qualified typist).

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:

• Operate the switchboard appropriately by identifying the caller’s needs ensuring all messages are communicated to the appropriate parties.
• Receive, open, distribute and monitor all prisoner mail on a daily basis in line with local and national policies and make sure it is kept securely at all times.
• Receive/distribute all incoming staff mail in a timely manner and coordinate the sending out of prisoner and staff mail.
• Send, collect and distribute faxes to appropriate staff.
• Forward any mail on to establishments for prisoners who have transferred.
• Make sure investigation and hearing tapes are transcribed in an efficient and accurate manner (if qualified typist).
• Provide copy typing provision when required (if qualified typist).
• Keep securely copies of all documentation, either in hard copy or electronic form.
• Process Chaplaincy paperwork including prisoner applications and arranging visits.
• Act as contact point for communications, prioritise and distribute to the appropriate person or relevant department in establishment.

Undertake administrative tasks including:

• Provide administrational assistance in area of work.
• Maintain accurate filing system for area of work.
• Respond to queries relating to area of work, redirecting where required.

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 £21,355, HM Prison & Probation Service contributes £5,680 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.