Business Administrator: Chaplaincy

Ministry of Justice; Wotton-under-Edge; Hybrid; GBP 24,000 - 32,000; Full time

Job summary

A government agency in the UK is seeking an Administrative Support Officer within the chaplaincy department. This role includes answering queries, coordinating prisoner applications, and supporting community events. Candidates must possess strong communication and organizational skills for effective interaction with staff and sensitive populations. The position offers hybrid working arrangements and a supportive environment for professional growth. Applications from diverse and qualified individuals are encouraged.

Benefits

Annual leave

Flexible working patterns

Pension schemes

Qualifications

• Competent in administrative support tasks within a chaplaincy department.
• Ability to communicate sensitively with prisoners' families.
• Experience in coordinating administrative tasks and responding to queries.

Responsibilities

• Answer phone and department email, responding to staff queries.
• Coordinate responses to prisoner applications and complaints.
• Facilitate room bookings and ensure sensitive forms are completed.

Skills

Communication skills

Organizational skills

Attention to detail

Job description

Overview

Job holders within this Group Profile provide administrative support to managers and frontline staff by undertaking transactional work within the chaplaincy department. 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 rotational, non-operational role which will involve contact with prisoners. This role has no line management responsibilities.

Responsibilities and Duties

• Answer the phone and department email, responding to all queries from staff at all levels, and sensitively communicating with the family of prisoners - adhering to the processes and procedures of the prison.
• Coordinate responses to prisoner applications and accompanying administrative tasks. Process complaints and correspondence by forwarding to the correct departments.
• Facilitate room bookings.
• Coordinate with other teams to ensure sensitive forms are completed correctly and in a timely manner.
• Assisting the chaplaincy leads with the Planning, publicising and delivering community-building events.
• Administration of religious registration applications.
• Update spreadsheets and ensure paperwork for Inductions, discharges and ACCTs are available for the chaplains.
• Print out appointment lists for groups.
• Create appointments and register attendance on NOMIS for all group activities and orderlies.
• Log fabric faults on Planet FM.
• Ensure the orderlies have completed cleaning schedules.
• Monitor and replenish religious paraphernalia such as incense and follow appropriate order process.
• For Digitalised Prisons there will be administrative work regarding uploading in house and national material to the Content Hub.
• Dealing with Subject Access requests.
• This is a prison facing role with work of a sensitive nature.

The duties/responsibilities listed above describe the post as it is at present and is 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 confidence through the medium of English or (where specified in Wales) Welsh.

Behaviours

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

Working Arrangements

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.

Benefits and Leave

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.

Other benefits include Work‑Life Balance initiatives, Season Ticket Advance eligibility after two months' service, childcare voucher considerations and training opportunities across Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti‑Bullying Programmes.

Security Checks

Level of security checks required: DBS Enhanced.

Eligibility and EEO

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.

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 email [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. 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.

Veterans

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 and provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. 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'.