23401 - Support Services Administration(SSA) : Business Hub - HMP Swaleside

The Methodist Church in Britain; Sheerness; Hybrid; GBP 23,000 - 29,000; Full time

Benefits offered by this job

9 days holidays

Civil Service pension schemes

Hybrid working

Season ticket loan

Training and development

Security and diversity training

Job summary

This administrative post sits in the Business Hub at HMP Swaleside, a Ministry of Justice prison, and is permanent. The work centres on the switchboard, handling prisoner and staff mail, faxes and filing, and processing chaplaincy paperwork. It is non-operational with no line management, on a 37-hour week with hybrid working where business needs allow.

Eligibility is limited to certain nationality groups, and a standard DBS check applies.

Qualifications

• Ability to fulfil all spoken aspects of the role in English (or Welsh where specified)
• Typing qualification for transcription and copy typing duties
• Behaviours Working Together and Managing a Quality Service, assessed at application and interview

Responsibilities

• Operate the switchboard, identifying callers' needs and passing messages to the right people
• Receive, open, distribute and monitor all prisoner mail daily, keeping it secure under local and national policy
• Receive and distribute incoming staff mail and coordinate outgoing prisoner and staff mail
• Send, collect and distribute faxes to appropriate staff
• Forward mail for prisoners who have transferred to other establishments
• Transcribe investigation and hearing tapes accurately and efficiently (qualified typists)
• Provide copy typing when required (qualified typists)
• Keep copies of all documentation securely, in hard copy or electronic form
• Process chaplaincy paperwork, including prisoner applications and arranging visits
• Act as contact point for communications, prioritising and passing them to the right person or department
• Provide administrative assistance in the area of work
• Maintain an accurate filing system and respond to queries, redirecting where required

Skills

English language requirement

Typing qualification

Behaviours Working Together

Job description

This administrative post sits in the Business Hub at HMP Swaleside, a Ministry of Justice prison, and is permanent. The work centres on the switchboard, handling prisoner and staff mail, faxes and filing, and processing chaplaincy paperwork. It is non-operational with no line management, on a 37-hour week with hybrid working where business needs allow. Eligibility is limited to certain nationality groups, and a standard DBS check applies.

What the job involves

• Operate the switchboard, identifying callers' needs and passing messages to the right people
• Receive, open, distribute and monitor all prisoner mail daily, keeping it secure under local and national policy
• Receive and distribute incoming staff mail and coordinate outgoing prisoner and staff mail
• Send, collect and distribute faxes to appropriate staff
• Forward mail for prisoners who have transferred to other establishments
• Transcribe investigation and hearing tapes accurately and efficiently (qualified typists)
• Provide copy typing when required (qualified typists)
• Keep copies of all documentation securely, in hard copy or electronic form
• Process chaplaincy paperwork, including prisoner applications and arranging visits
• Act as contact point for communications, prioritising and passing them to the right person or department
• Provide administrative assistance in the area of work
• Maintain an accurate filing system and respond to queries, redirecting where required

Skills & knowledge

• Ability to fulfil all spoken aspects of the role in English (or Welsh where specified)
• Typing qualification for transcription and copy typing duties
• Behaviours Working Together and Managing a Quality Service, assessed at application and interview

Checks & eligibility

• Standard DBS check
• Security and identity checks before taking up post
• Nationality within Civil Service nationality rules
• Declaration of any membership of a group HMPPS considers racist

What’s offered

• 9 days (66 hours 36 minutes) for bank, public and privilege holidays, added to annual leave
• Annual leave calculated pro rata, holiday year running from 1 March
• Choice of two Civil Service pension schemes
• Hybrid working where business allows, and part-time, flexible or job-share patterns considered
• Season ticket advance after two months' service
• Training and development, including promotion programmes and individual induction
• Security and diversity training for all staff