Business Administrator

Ministry of Justice; Eastchurch; On-site; GBP 18,000 - 28,000; Full time

Job summary

The Ministry of Justice is seeking an Administrative Support Officer to assist residential staff and units, ensuring administration systems operate within set timescales. The role is rotational and non-operational with no line management responsibilities.

Key duties include updating notices, managing risk assessments in CSRA, coordinating diaries, maintaining records, handling correspondence, and producing reports while ensuring timely communication with stakeholders and agencies.

Qualifications

• Experience in administrative support and records management.
• Strong organizational and time-management skills.
• Ability to work with minimal supervision and maintain confidentiality.

Responsibilities

• Update Notice to Prisoners, Staff information Notice and Governors/Operational Order folders, ensuring the latest documents are displayed and expired items removed.
• Update CSRA database and pass updated risk assessments to the wing manager.
• Coordinate diaries/meetings for residential units and Head of Function.

Skills

Administrative skills

Record keeping

Communication

Job description

The job holder will provide administrative support to residential staff and units maintaining the administration systems within specified timescales for the establishment. 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:

• Update Notice to Prisoners, Staff information Notice and Governors/Operational Order folders, making sure that a copy of the most recent documents are displayed on notice boards and remove when time expired
• Update the Cell Sharing Risk Assessment (CSRA) database and pass updated risk assessments to the wing manager
• Co-ordinates diaries / meetings for residential units and Head of Function
• Collate and update Personal Officer List on a weekly basis
• Act as a point of reference for the complaints process, log, allocate and distribute for responses on a daily basis and send reminders where necessary, to ensure deadlines are met
• Ensure the Black and Minority Ethnic (BME) figures are updated and returned to the Equality Team on a weekly basis 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

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.