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.

The role of Office Coordinator within the Group Hub serves all 3 Prison Group Directors for Avon South Dorset and Wiltshire, Devon & North Dorset and South Central. The Hub office is located in HMP Leyhill and regular visits to this office will be required.

Overview of the job

This is an administrative role in a Regional Office.

Summary

The job holder reports directly to the Operations Manager.  The role is to oversee the running of the Deputy Director of Custody (DDC) Office, ensuring the efficient management of workflow and resources. The post holder will be active in managing casework and correspondence, undertaking project work and preparing information for bilats.

The job holder will be based in a Regional Office with no line management responsibilities.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

•    Monitor establishment stability and risks, reporting any issues to Operations Manager and DDC.
•    Assist with the development of the strategy/business plan for Region.
•    Undertake ad-hoc projects on behalf of DDC.
•    Manage the administrative processes in the DDC Office.
•    Ensure office is adequately resourced to deliver the work.
•    Oversee, co-ordinate and prioritise the workflow for office team.
•    Monitor progress of activities in office.
•    Collate and prepare DDC bi-lats and summarise information for DDC, ensuring any subsequent actions are carried out.
•    Ensure all information and correspondence is handled and stored appropriately.
•    Monitor team expenditure.
•    Filter and assess correspondence sent to DDC. Draft replies to DDC’s correspondence. Intercept prisoner complaints sent to DDC under confidential access. Draft suitable responses, escalating to Governor/DDC as appropriate.
•    Manage all casework on behalf of the DDC in liaison with the Assurance Advisor and Operations Manager including PPO reports, IMB reports, HMIP, Quarterly High Risk Recommendations. Collate, draft and process responses as appropriate and escalate to DDC when necessary.
•    Collate information from a range of sources and review prior to distribution, producing basic or detailed reports as required.
•    Ensure team are provided with all information required to perform their duties.
•    Manage and update relevant databases, ensuring integrity of data.
•    Act as point of contact for team HR related matters.
•    Manage office facilities.

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.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £30,471, HM Prison & Probation Service contributes £8,257 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.