About the job

Job summary

Please refer to Job Description

Job description

This is a part-time position.

Overview of the job

This is an administrative job in an establishment.

Summary

The job holder will provide administrative support with specific administrative duties as associated with the delivery of Programmes.

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:

•    Process programme referrals for individuals and checking they meet the criteria for suitability obtaining information from relevant databases. Liaise with relevant bodies informing of outcomes & progress chasing as required.
•    Maintain prisoner folders for all programmes ensuring they are up to date and compliant with audit requirements.
•    Collate a list of up to date personal officers and offender supervisors and notify them all of participants in specific programme.
•    Co-ordinate the department’s diary, reviewing and rearranging dates and appointments for course facilitators.
•    Arrange group member information and offer letters inviting Probation and family members to review hearing and send details to security where appropriate. Liaise with security to confirm all security clearance has been approved.
•    Inform the Offender Management team of course refusals/non selection so that they can update individual sentence plans and relevant reports.
•    Maintain unit information database and assist in analysis to produce reports.
•    Develop and maintain video monitoring system and edit videos on IT programme and store securely.
•    Organise case reviews for relevant programmes and take minutes at relevant Case Reviews and any other meetings as required.
•    Draft monthly and annual clinical report, monitor treatment, maintain database and backup copies.
•    Collate regime monitoring figures from various sources into spreadsheets on a weekly basis to provide relevant management information.

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.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.