23403 - Business Administrator (BA) - HMP Swaleside

The Methodist Church in Britain; Sheerness; Hybrid; GBP 21,000 - 28,000; Full time

Benefits offered by this job

Hybrid working

Civil Service pension schemes

Annual leave pro-rata

Job summary

HM Prison & Probation Service at HMP Swaleside invites applications for a Business Administrator. The role supports residential units, keeps notices and risk records up to date, and handles diaries, meetings, and reports.

It is rotational, non-operational, and a DBS check is required; hybrid working may be offered within the UK. With a 37-hour week and no line management, you will process complaints, maintain databases, and liaise with the wing manager and Equality Team.

Qualifications

• Carry out all spoken aspects of the role with confidence in English, or in Welsh where specified in Wales
• Demonstrate the Delivering at Pace behaviour
• Demonstrate the Working Together behaviour
• Demonstrate the Changing and Improving behaviour
• Demonstrate the Communicating and Influencing behaviour
• Demonstrate the Managing a Quality Service behaviour

Responsibilities

• Keep notice boards and the prisoner, staff and governors' order folders current, removing expired notices
• Maintain the Cell Sharing Risk Assessment database and pass updated assessments to the wing manager
• Log, allocate and chase complaint responses daily so deadlines are met
• Co-ordinate diaries and meetings for residential units and the Head of Function
• Collate and update the Personal Officer list weekly
• Update BME figures and return them to the Equality Team weekly
• Input and process requisitions on the finance database
• Act as secretary to meetings, including agendas, minutes and action points
• Maintain establishment databases, manual filing and logs, and produce reports
• Collate information for Service Delivery Indicators
• Act as the contact point for team communications, prioritising and passing them on
• Complete monitoring returns and prepare paperwork for manager checks

Skills

Delivering at Pace

Working Together

Changing and Improving

Communicating and Influencing

Managing a Quality Service

English language

Job description

A Business Administrator post at HMP Swaleside, a prison run by HM Prison & Probation Service within the Ministry of Justice. The role supports residential units by keeping notices, risk assessment records, complaints logs and diaries up to date. It is rotational and non-operational with no line management, on a 37-hour week, and hybrid working may be offered within the UK. A DBS standard check applies, and a reserve list may be held for 12 months.

What the job involves

• Keep notice boards and the prisoner, staff and governors' order folders current, removing expired notices
• Maintain the Cell Sharing Risk Assessment database and pass updated assessments to the wing manager
• Log, allocate and chase complaint responses daily so deadlines are met
• Co-ordinate diaries and meetings for residential units and the Head of Function
• Collate and update the Personal Officer list weekly
• Update BME figures and return them to the Equality Team weekly
• Input and process requisitions on the finance database
• Act as secretary to meetings, including agendas, minutes and action points
• Maintain establishment databases, manual filing and logs, and produce reports
• Collate information for Service Delivery Indicators
• Act as the contact point for team communications, prioritising and passing them on
• Complete monitoring returns and prepare paperwork for manager checks

What’s required

Skills & knowledge

• Carry out all spoken aspects of the role with confidence in English, or in Welsh where specified in Wales
• Demonstrate the Delivering at Pace behaviour
• Demonstrate the Working Together behaviour
• Demonstrate the Changing and Improving behaviour
• Demonstrate the Communicating and Influencing behaviour
• Demonstrate the Managing a Quality Service behaviour

Checks & eligibility

• DBS standard check
• Security and identity checks before taking up post
• Eligible under Civil Service nationality rules
• Declare any membership of a group HMPPS considers racist
• Work only within the UK

Other

• Complete specific specialism training once in post

What’s offered

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