Business Administrator

Ministry of Justice; Bicester; Hybrid; GBP 23,000 - 32,000; Full time

Job summary

The Ministry of Justice is seeking an Administration / Business Administrator style role to provide transactional and routine support to managers and frontline staff. The role involves record keeping, data entry, communications, and preparing documentation for review, with rotation across multiple job descriptions.

The post offers Hybrid Working arrangements within the UK and requires standard full-time hours (37 per week).

Responsibilities

• 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 department
• Complete monitoring returns for area of work
• Input requisitions on to the finance database and process requisitions for defined area of work
• Coordinate awareness sessions for area of work
• Prepare paperwork for checking by manager and conduct initial checks as required
• Correspond with relevant stakeholders to share information
• Maintain establishment databases, filing systems and logs, and produce reports as required
• Collate information relating to Service Delivery Indicators (SDIs)
• Act as secretary to meetings including organising agenda, taking and distributing minutes

Job description

Job holders within this Group Profile provide administrative support to managers and frontline staff by undertaking transactional work in a particular area. The job holder is expected to be competent in their area of work, any specific qualifications or training required will be detailed in the relevant job description. This is a non-operational role which may involve contact with prisoners depending on their area of work. This role has no line management responsibilities. Characteristics Typical tasks associated with this Group Profile include:

• 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, distributing minutes and action points.

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy. If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff. The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.

Job holders must complete specific training in their specialism once they take up post. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

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

The job holder once in post will be in matched to a job description; a sample list is shown below. The post is rotational so the job holder could during their career carry out the role of different job descriptions.

Business Administrator : Activity Hub

Business Administrator : Business Hub

Business Administrator : Employment

Business Administrator : Equality

Business Administrator: Mobilisation, Transition and Transformation (MTT) Administration Support

Business Administrator : Resettlement Worker

Business Administrator : Establishment Television Systems

Business Administrator : Healthcare

Business Administrator : Management Coordinator

Business Administrator : New Colleagues Lead Administrator

Business Administrator : Observation, Categorisation and Allocation (OCA)

Business Administrator : Offender Management Hub

Business Administrator : People Hub

Business Administrator : Prison Digital Services Administrator

Business Administrator : Programmes

Business Administrator : Psychology

Business Administrator : Regional Admin Support - Wales

Business Administrator : Regional Admin Support - North East

Business Administrator : Chaplaincy

Business Administrator : Safe Decent and Secure

Business Administrator : Safer Custody

Business Administrator : Security Intelligence Collator

Business Administrator : Social and Palliative Care

Business Administrator : Substance Misuse and Drug Strategy

Business Administrator : VCC Administrator

Business Adminstrator : ID & Banking, Annual Leave

The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case. Bank, Public and Privilege Holidays -You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment Pension -The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best. Work Life Balance HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ Season Ticket Advance -After two months' service, you'll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work Childcare Vouchers For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers Training HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes -There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts -All staff receive security and diversity training and an individual induction programme into their new roles Eligibility -All candidates are subject to security and identity checks prior to taking up post -All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS -All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist Working for the Civil Service The Civil Service Code 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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

To Transformative Business Services (0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [e-mail]);

To Ministry of Justice Resourcing team ([e-mail]);

To the Civil Service Commission (details available here)

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns. You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team. For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos. Diversity & Inclusion The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy. A Great Place to Work for Veterans The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces. For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans Redeployment Interview Scheme Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.