BA Business Administrator Management Coordinator - HMP Bedford (Ref: 5282)

HM Prison and Probation Service; Greater London; On-site; GBP 28,000; Full time

Job description

This position is based at HM PRISON BEDFORD, MK40 1HG

Job Summary

Please refer to Job Description

Job Description
Overview of the job

This is an administrative job in an establishment.

Summary

The job holder will provide administrative support to the Governor and other senior staff, managing their appointments and keeping them informed of day-to-day issues as and when they arise. This is a rotational, 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:

• Responds to and/or distributes correspondence relating to the Governor including internal and external documents.
• Co-ordinate the Governor and Deputy Governor’s diary, including appointments for staff, managers, internal/external stakeholders and members of the public.
• Receive telephone calls on behalf of the Governor, ensuring any messages and requests for information are actioned.
• Manage Governor/Deputy Governor’s emails; highlighting priority work to be actioned and responding to general enquiries.
• Co-ordinates the weekly movements sheet for the Senior Management Team.
• Maintain a log of all investigations and disciplinary hearings (fast track or full disciplinary), call witnesses and type transcripts of hearings.
• Transcribe and publish staff information notices and notices to prisoners and Governors / Operational Orders.
• Book accommodation and travel, as required for Governor, and other senior managers.
• Send out global emails as and when required to all staff and act as the intranet publisher for the establishment.
• 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 (SDIs).
• 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 are 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 the confidence through the medium of English or (where specified in Wales) Welsh.

Behaviours

We'll assess you against these behaviours during the selection process:

• Changing and Improving
• Communicating and Influencing
• Managing a Quality Service
• Delivering at Pace

Alongside your salary of £27,040, HM Prison & Probation Service contributes £7,833 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Access to learning and development.
• A working environment that supports a range of flexible working options to enhance your work-life balance.
• A working culture which encourages inclusion and diversity.
• A Civil Service pension with an employer contribution of 28.97%.
• Annual Leave.
• Public Holidays.
• Season Ticket Advance.

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours and Strengths.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

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)
• 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.

Contact point for applicants

• Name: SSCL Recruitment Enquiries Team
• Email: [e-mail]
• Telephone: [phone]